MLS 2260

MLS 2260 – Information & Communication Technology

Practical 04 – Microsoft Access

Note: Create a working folder named as your index number (Eg “ahmls2022789”)

Q1: Open Microsoft Access and create the following database

I. Create a new database, name it ‘facultyDB’ and save it in your working folder.
II. Create a Table in the facultyDB’ database.

Field Name Data Type Field Size or Format

Reg_No Text 10
First_Name Text 50
Last_Name Text 50
Email Text 255
Telephone_Number Number Long Integer
DoB Date/Time Medium Date
Home_town Text 50
Department Text 50
a. Add 10 students to the created table.
b. Make Reg_No the primary key (A primary key is a field or set of fields with values that are
unique throughout a table. Values of the key can be used to refer to entire records because
each record has a different value for the key. Each table can only have one primary keyTo
set a table’s primary key, open the table in Design view. Select the field (or fields) that you
want to use, and then on the ribbon, click Primary Key)
III. Create a table called Employees having the following structure:

a. Set the field Social Security Number as the primary key.

b. Create the social security number input mask for the Social Security Number field.
c. Set the Required field property of the fields Social Security Number, Last Name and First Name
to Yes.
d. Set the Field Size field property of the field Social Security Number to 11.
e. Set the Field Size field property of the field Last Name to 50.
f. Set the Field Size field property of the field First Name to 50.
g. Enter the following data for the Employees table:

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IV. Create a table called Books having the following table structure

Field Name Data Type

ISBN Text
Title Text
Author Text
Year Number
ListPrice Currency
Publisher Text
a. Set the Primary key appropriately.
b. Set the year Validation Rule as <=Year(Now()) and make Validation txt appropriately.
c. Consider the duplicate values and set it appropriately.
d. Enter the following data into the Books table
ISBN Title Author Year ListPrice Publisher
0-07-881980-6 The Internet Complete Reference Hahn/Stout 1994 $29.95 Osborne-McGraw Hill
0-07-882023-5 The Internet Yellow Pages Hahn/Stout 1994 $27.95 Osborne-McGraw Hill
0-13-065541-4 Exploring Windows 3.1 Grauer/Barber 1994 $24.95 Prentice-Hall
0-13-138686-7 COBOL: From Micro to Mainframe/2e Grauer/Villar 1994 $52.95 Prentice-Hall
0-13-503328-4 Exploring PowerPoint 7.0 Grauer/Barber 1996 $28.95 Prentice Hall
0-13-503393-4 Exploring Access 7.0 Grauer/Barber 1996 $28.95 Prentice Hall
0-13-503401-9 Exploring Excel 7.0 Grauer/Barber 1996 $28.95 Prentice Hall
0-13-504044-2 Exploring Word 7.0 Grauer/Barber 1996 $28.95 Prentice Hall
0-13-504077-9 Exploring Windows 95 Grauer/Barber 1996 $27.95 Prentice Hall
0-13-754201-A Exploring Word 97 Grauer/Barber 1997 $30.95 Prentice Hall
0-13-754219-1 Exploring Excel 97 Grauer/Barber 1997 $30.95 Prentice Hall
0-13-754227-5 Exploring Access 97 Grauer/Barber 1997 $30.95 Sams Publishing
0-13-754235-6 Exploring PowerPoint 97 Grauer/Barber 1997 $30.95 Sams Publishing

Q2: Using Microsoft Access, you are requested to define a database called Student Advising consisting of
two tables: tblStudents and tblFaculty.

The tblStudent table has the following fields with the following properties:

• Student ID - data type is Text; field size is 4 and Caption is ID #. It is also the primary key.
• Last Name is Text, field size is 15
• First Name is Text, field size is 15
• Major is Text, field size is 30
• Advisor ID os Text, field size is 4
• Credits is Number and its field size is Integer

The tblFaculty table has the following fields with the following properties:

• Faculty ID - is Text, the field size is 4, the Caption is Fac. ID and it is the primary key.
• Last Name - is Text and the field size is 15
• First Name is Text, field size is 15
• Office Phone is Text, field size is 4 and the Caption is Phone

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Additionally, you will create two queries for the Student. One that lists every student’sStudent ID, Major
and Credits (in that order). The second query will list the First Name, Last Name, and Credits for every
student whose advisor's ID is 4462.

tblStudent Table

Student ID Last Name First Name Major Advisor ID Credits

IT2356 Thisera Najith CS 2215 32
IT2357 Amaranath Devinda AI 4462 36
IT2359 Dissaayake Sammani AI 8586 38
IT2365 Wickramasingha Nuwan CS 4375 34
IT2366 Ravindra Akila ICT 4462 36
IT2367 Sanjeewani Nadish ICT 4462 34

tblFaculty Table

Faculty ID Last Name First Name Office Phone

2001 De Silva Aruna 5500
4001 Perera Nirasha 5525
5001 Fernando Sachin 5547
6001 Kelly Patrick 6789
7001 Ash Craig 2234

Q3: In this question, you will create a database that includes a table, form, report, and queries

An educational institute seeks to provide a quality education to each of its students. In order to do this, the
college administration needs an efficient way to keep track of the vast amounts of information associated
with each student served. A college administrator has asked you to create and update a database to help with
this task.

I. Create a New blank database named eduDB

II. Create a table using the structure shown below;
a. Name the table: StudentList
b. Set the “StudentID” field as the Primary Key
Field Name Data Type Field Size Other field properties
StudentID Short Text 5 Primary Key
Last Name Short Text Default
First Name Short Text Default
Address Short Text Default
State Short Text 2 Format: Upper case
Default value: IL
Zip Code Short Text 5
Balance Currency Default
First Term Attended Short Text 4 Format: Upper case

III. Add the data below to the “StudentList” table:

Note: For “First Term Attended” the last two characters are numbers, not letters. For example, ‘SP01’ is an
abbreviation of “Spring 2001.” Thus the ‘01’ should both be numbers – not the letter “O” and the number “1.”

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StudentID Last Name First Address City State Zip Code Balance First Term
Name Attended
8426 Robert Alexa 62 SmithLane Chicago GH 45785 200 SP04

8427 Gilbert Jack 125 Burlington IA 45778 250 FA04

Fairview
8433 Wegan Alison 100 Chicago IL 45758 250 SP01
Quantico
8445 Jackson Ryan 2320 HillsCircle Decatur VF 45777 460 FA02

8451 Daniel Sttepha 126 South Chicago IL 45721 315 FA08

n Street
8450 Wylliams Karen 43 JonesAve. Lovington IL 60605 350 FA00

8499 (Your (Your (type in Your city Your Your 54 FA00

name) name) any street state zip code
address)

IV. Modify the column widths as necessary

V. Create a form using the Form Wizard based on the “StudentList” table
VI. Use All Fields
a. Layout: Columnar
b. Form Name: Student Form
VII. Change the Theme to “Executive”
VIII. Add the following records using the Form: (Your field data will not wrap around in the field as shown
below)

StudentID Last Name First Address City State Zip Balance First Term
Name Code Attended
36987 Booy Aaron 21 Oskaloosa IA 52577 18 WI10
Fairview
Lane
76213 McBurney Colton 45 Seary Knoxville IL 84134 56 FA09
Drive

IX. When you have finished adding the records, save the form as “Student Form”
X. Using the Report Wizard, create a report based on the “StudentList” table, according to the
following specifications:
a. Use All Fields
b. Group by: First Term Attended
c. Layout: Stepped
d. Orientation: Landscape
e. Title the report: Student Report
f. Adjust column widths in Design View as necessary
XI. Create Queries
a. Query 1: Create a query from the “StudentList” table using the Simple Query Wizard. The
basis of the query is as follows:

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i. Your supervisor wants to see a report with the names and student numbers of the
students who first attended in the Fall of 2000
ii. Select the appropriate fields and the appropriate criteria. Run this query.
b. Query 2: Create a query from the “StudentList” table using the Simple Query Wizard. The
basis of the query is as follows:
i. You need to mail billing statements to students who owe more than $20
ii. iSelect the appropriate fields and the appropriate criteria. Run this query.

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03.04.2024 Practical 04 – MLS 14th Batch