Mastering the ECDL / ICDL

ECDL / ICDL Exercises

Module Five
Databases/Filing Systems

Courseware from
Cheltenham Computer Training
Contact Information

Cheltenham Computer Training

Crescent House
24 Lansdown Crescent Lane
Cheltenham
Gloucestershire
GL50 2LD
United Kingdom

Tel: +44 (0)1242 227200

Fax: +44 (0)1242 253200
Email: [email protected]
Internet: http://www.cctglobal.com/

All trademarks acknowledged. E&OE.

NOTE: All reasonable precautions have been taken in the preparation of this document, including
both technical and non-technical proofing. Cheltenham Computer Training and all staff assume
no responsibility for any errors or omissions. No warranties are made, expressed or implied with
regard to these notes. Cheltenham Computer Training shall not be responsible for any direct,
incidental or consequential damages arising from the use of any material contained in this
document.

If you find any errors in these training modules, please inform Cheltenham Computer Training.
Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors
you may detect. All courses are updated on a monthly basis, so your feedback is both valued by
us and will help us to maintain the highest possible standards.

 Cheltenham Computer Training 2000 No part of this document may be copied without written
permission from Cheltenham Computer Training unless produced under the terms of a site
license agreement with Cheltenham Computer Training.

PLEASE READ
This courseware should be used by candidates holding an official ICDL/ECDL Skills Card or Log
Book, and should lead to the taking of official ICDL/ECDL tests. These are available from your
national ICDL/ECDL office. See www.ecdl.com for details.
 ECDL Approved Courseware

IMPORTANT - PLEASE READ

As a condition of providing official approval for this courseware, the ECDL
Foundation demand that the following statement appear within all approved
ECDL courseware, produced by third party courseware providers: -

""European Computer Driving Licence" and ECDL and Stars device are registered trade marks of
the European Computer Driving Licence Foundation Limited in Ireland and other countries.
Cheltenham Computer Training is an independent entity from the European Computer Driving
Licence Foundation Limited, and not affiliated with the European Computer Driving Licence
Foundation Limited in any manner. This product may be used in assisting students to prepare for
the European Computer Driving Licence Examination. Neither the European Computer Driving
Licence Foundation Limited nor Cheltenham Computer Training warrants that the use of this
product will ensure passing the relevant Examination. Use of the ECDL-F approved Courseware
Logo on this product signifies that it has been independently reviewed and approved in complying
with the following standards:

Acceptable coverage of all courseware content related to ECDL Syllabus Version 3.0. This
courseware material has not been reviewed for technical accuracy and does not guarantee that
the end user will pass the associated ECDL Examinations. Any and all assessment tests and/or
performance based exercises contained in this product relate solely to this product and do not
constitute, or imply, certification by the European Driving Licence Foundation in respect of any
ECDL Examinations. For details on sitting ECDL Examinations in your country please contact the
local ECDL Licensee or visit the European Computer Driving Licence Foundation Limited web
site at http://www.ecdl.com.

References to the European Computer Driving Licence (ECDL) include the International
Computer Driving Licence (ICDL). ECDL Foundation Syllabus Version 3.0 is published as the
official syllabus for use within the European Computer Driving Licence (ECDL) and International
Computer Driving Licence (ICDL) certification programme"

IMPORTANT: - Regarding ECDL courseware purchased from Cheltenham Computer

Training.

Before making ANY changes to this product you must first contact the ECDL Foundation for
approval of the changes that you wish to make. Please contact Aisling Mulqueen, at the ECDL
Foundation using this email address [email protected]. In the event of this email not
working, please contact the ECDL via their web site. Or write to Aisling Mulqueen, ECDL
Foundation. Block B #6 Leopardstown Office Park, Sandyford Industrial Estate, Dublin 18.
Cheltenham Computer Training accept no liability whatsoever arising from any changes
that you make to this courseware, with, or without, ECDL Foundation approval.
CONTENTS

5.1 GETTING STARTED................................................................................................................ 1

5.1.1 - FIRST STEPS WITH DATABASES..........................................................................................2
5.1.1.1 Open a database application.......................................................................................2
5.1.1.2 Open an existing database with default layout.............................................................3
5.1.1.3 Modify a record within an existing database and save.................................................4
5.1.1.4 Save a database onto the hard disk or a diskette........................................................5
5.1.1.5 Close the database...................................................................................................... 5
5.1.1.6 Use application Help functions.....................................................................................5
5.1.2 - ADJUST BASIC SETTINGS.................................................................................................... 7
5.1.2.1 Change viewing modes............................................................................................... 7
5.1.2.2 Modify toolbar display.................................................................................................. 7
5.2 CREATE A DATABASE........................................................................................................... 9
5.2.1 - BASIC OPERATIONS.......................................................................................................... 10
5.2.1.1 Design and plan a database......................................................................................10
5.2.1.2 Create a table with fields and attributes.....................................................................10
To create a table without Table Wizard..............................................................................13
5.2.1.3 Navigate throughout a table.......................................................................................16
5.2.1.4 Enter data in a table................................................................................................... 17
5.2.2 - DEFINE KEYS................................................................................................................... 18
5.2.2.1 Define a primary key.................................................................................................. 18
To set one field as a primary key.......................................................................................18
5.2.2.2 Set up an index.......................................................................................................... 18
To create an index............................................................................................................. 18
5.2.3 - TABLE DESIGN................................................................................................................. 19
5.2.3.1 Modify table layout attributes.....................................................................................19
To select a column using the mouse..................................................................................19
To select adjacent columns using the mouse....................................................................19
To move a column(s)......................................................................................................... 19
To change the width of a column.......................................................................................19
To change a column to the “best fit”...................................................................................20
To change the height of a row............................................................................................20
5.2.3.2 Modify field attributes................................................................................................. 20
To modify field attributes.................................................................................................... 20
5.2.4 - UPDATING A DATABASE................................................................................................... 22
5.2.4.1 Modify data in a table................................................................................................. 22
To modify the contents of a field........................................................................................ 22
5.2.4.2 Delete data in a table................................................................................................. 22
To delete the contents of a field.........................................................................................22
To replace the entire contents of a field.............................................................................22
5.2.4.3 Add records to the database......................................................................................22
5.2.4.4 Delete records in the database..................................................................................23
5.3 USE OF FORMS..................................................................................................................... 25
5.3.1 - CREATE A FORM.............................................................................................................. 26
5.3.1.1 Create a simple form................................................................................................. 26
To create a form using AutoForm Wizard..........................................................................26
To create a form using Form Wizard..................................................................................27
5.3.1.2 Enter data into the database using simple forms.......................................................29
5.3.2 - MODIFY FORM LAYOUT.................................................................................................... 30
To display a form in Design View.......................................................................................30
 To select and move adjacent controls................................................................................30
To select and move non-adjacent controls.........................................................................30
To change the size of a section..........................................................................................30
To change the width of the form.........................................................................................30
To change the width of the form and size of a section simultaneously...............................31
5.3.2.1 Format text................................................................................................................. 31
To format text in a control.................................................................................................. 31
5.3.2.2 Change background colors in form layout..................................................................32
To set the background color of a control............................................................................32
5.3.2.3 Import an image or graphics file into a form...............................................................33
To insert a picture into a form............................................................................................. 33
5.3.2.4 Change arrangement of objects within form layout....................................................33
To move controls or labels................................................................................................. 33
To move a text box or label independently.........................................................................33
To resize a control.............................................................................................................. 33
To align controls to each other...........................................................................................34
To change the spacing between controls...........................................................................34
To delete a control............................................................................................................. 34
To duplicate a control and its label.....................................................................................34
To move or copy controls using the Edit menu..................................................................34
Close the form without saving changes..............................................................................34
5.4 RETRIEVE INFORMATION.................................................................................................... 35
5.4.1 - BASIC OPERATIONS.......................................................................................................... 36
5.4 1.1 Load or log onto an existing database.......................................................................36
5.4.1.2 Find a record based on given criteria.........................................................................36
To begin a search.............................................................................................................. 36
5.4.1.3 Create a simple query................................................................................................ 37
To create a query using the Simple Query Wizard.............................................................37
5.4.1.4 Create a query with multiple criteria...........................................................................40
Creating a query without the wizard...................................................................................40
Running the query.............................................................................................................. 41
5.4.1.5 Save a query.............................................................................................................. 42
To save a query................................................................................................................. 42
5.4.1.6 Add filters................................................................................................................... 42
To filter records in a table datasheet by Selection..............................................................42
To filter records in a table datasheet by form.....................................................................43
5.4.1.7 Remove filters............................................................................................................ 44
5.4.2 - REFINE A QUERY............................................................................................................. 44
5.4.2.1 Add fields to a query.................................................................................................. 44
To open a query in Design View........................................................................................ 44
To add a field to a query.................................................................................................... 44
5.4.2.2 Remove fields from a query.......................................................................................45
To remove a field from a query..........................................................................................45
5.4.3 - SELECT AND SORT........................................................................................................... 45
5.4.3.1 Select and sort data based on given criteria..............................................................45
To sort records in a table Datasheet..................................................................................45
5.4.3.2 Select and sort data based on common logical operators.........................................45
To filter records using the Advanced Filter command........................................................45
5.5 REPORTING.......................................................................................................................... 47
5.5.1 - CREATE REPORTS............................................................................................................ 48
5.5.1.1 Present selected data in a particular sequence on screen and in reports..................48
To create a columnar report using AutoReport Wizard......................................................48
To create a Tabular report using AutoReport Wizard.........................................................49
 To create a report using Report Wizard.............................................................................50
5.5.1.2 Modify a report........................................................................................................... 54
To open a report in Design View........................................................................................ 54
To display the Toolbox....................................................................................................... 55
To create a bound text box................................................................................................ 55
To create a text box using the Toolbox..............................................................................55
To create a label................................................................................................................ 55
To change the text of a label.............................................................................................. 55
To delete an object from a report.......................................................................................56
5.5.1.3 Create and customize Headers and Footers.............................................................56
To customize report headers and footers...........................................................................56
5.5.1.4 Group data in a report-totals, sub-totals etc...............................................................57
Grouping using the Report Wizard.....................................................................................57
ECDL/ICDL [Module Five] 1

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.1 Getting Started

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
2 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.1.1 - First Steps with Databases

5.1.1.1 Open a database application.

 Locate the Microsoft Access icon from within the Windows Start Menu.
 Click the Microsoft Access icon and Access will open.

 The Microsoft Access dialog box will be displayed.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 3

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.1.1.2 Open an existing database with default layout.

 From the opening Microsoft Access dialog box, select the Open an existing file option, and
then click on the OK button. The Open dialog box will be displayed.

 In this example, we are going to open the Northwind sample database that is supplied with
Access.
 Click on down arrow in the Look in box to display a drop down list of drives and folders.
Select the C: from the list. The contents of the C drive will be listed in the dialog box.
 Double click on the Program Files folder to open it.
 Double click on the Microsoft Office folder.
 Double click on the Office folder.
 Double click on the Samples folder. The contents of the Samples folder will be displayed.
 Click on the Northwind file.
 Click on the Open button to open the database.
 You may see an opening screen, in which case click on the OK button.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
4 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.1.1.3 Modify a record within an existing database and save.

 In the Access Database Window click once on the Tables icon.

 Open the Employees table by double clicking on the Employees entry in the table list.

 A Datasheet view of the table you have selected will be displayed.

 Click within the field you wish to edit. In this case select the name Dodsworth (in record 9),
and change the name to Dodswell.
 Press the Enter key. Your changes are saved when you press the Enter key.
 Close the table window, by clicking on the Close icon at the top-right of the Employees
window.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 5

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.1.1.4 Save a database onto the hard disk or a diskette.

Remember that to save an Access Database file to a floppy disk, you should use the Microsoft
Windows Explorer, (as detailed in your training manual). This option may not help you however,
as database files are often so large they will not fit onto a floppy disk, (which can only hold around
1.5 Mbytes)!

5.1.1.5 Close the database.

 Choose Close from the File menu

OR click in the Control menu box in the Database window and choose Close
OR double click in the Control box
OR press Ctrl+F4.

 Restart Access once you have closed it and reopen the Northwind database.

5.1.1.6 Use application Help functions.

 Click on the Microsoft Access Help icon, located on the toolbar to activate the Office
Assistant.

 The Office Assistant will be displayed as illustrated.

NOTE: The Help illustrated may be different from the help illustrated below!

 Type a question into the box at the bottom of the Office Assistant and press the Enter key. In
this case enter the words keyboard shortcuts. You should see a screen similar to that
illustrated.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
6 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 Clicking on the first option displayed i.e. Keyboard shortcuts, will display the following (or
similar)

 Carry on in a similar fashion investigating what help is available regarding keyboard

shortcuts.
 Once you have finish reading the instructions click on the Close icon in the top right of the
Microsoft Access Help window to close.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 7

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.1.2 - Adjust Basic Settings

5.1.2.1 Change viewing modes.

 If necessary, start Access and open the Northwind database.

 Within the Access Database Window click once on the Tables icon.

 Double click on any of the tables listed (in this case the Employees table) to open the Table
window and display the table.
 By default a table is displayed in Datasheet View allowing you to view and edit data.
 Click on the Design View icon, located on the toolbar.

 The table is now displayed in Design View. Design View allows you to add/remove fields
to/from the table and set properties for individual fields.
 Switch back to Datasheet View by clicking on the Datasheet View icon located on the
toolbar.

 Close the table.

5.1.2.2 Modify toolbar display.

 To display a toolbar, select the Toolbars command from the View menu to display the
Toolbars drop down menu. A list of toolbars is displayed which includes: Standard,
Formatting, Borders, Database, and Drawing etc.
 Choose the Toolbar you want to display by clicking on it from the list. Experiment with
display the Web toolbar and then hiding the Web toolbar.
 Before you proceed make sure that the Database toolbar is still displayed!

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
ECDL/ICDL [Module Five] 9

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.2 Create a Database

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
10 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.2.1 - Basic Operations

5.2.1.1 Design and plan a database.

 Please see notes in accompanying training manual

5.2.1.2 Create a table with fields and attributes.

 If open, close the Northwind database (but do not close the Access program).
 If you click on the File drop down menu within the Access window and then click on the New
command, you will see the following dialog box.

 Select the Database icon and click on the OK button. The File New Database window will be
displayed.
 Enter My First Database as the file name.
 Click on the Create button to close the File New Database window and open the Database
window as illustrated.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 11

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 Make sure that the Tables icon (down the left hand side of the window) is selected, and then
double click on the Create table using wizard command. You will see the Table Wizard
dialog box displayed.

 Make sure that the Business option is selected.

 Select Mailing List from the Sample Tables list.
 Select a field that you wish to add by clicking on the field name in the Sample Fields list and
then click on the icon of a single arrow (that points to the right) to add the field to the
Fields in my new table section of the dialog box. You will need to add your fields one at a
time. Add the following fields to the Fields in my new table section.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
12 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 Click on the Next button, which will display the next page of the Table Wizard.

 In the What do you want to name your table? text box, type My Contacts as the name for
your table.

 Click on the Next button to continue to the next Wizard page.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 13

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 Here you can choose how to proceed once the table has been created. Ensure that the
Enter data directly into the table option is selected.
 Click on the Finish button to close the Table Wizard and create the table.
 The Table is displayed.

 Close the Table window by clicking the Close icon in the top right of the window.

To create a table without Table Wizard

 In the Database Window, click on the Table icon.
 Click on the New icon.

 In the New Table dialog box, select Design View and then click on the OK button.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
14 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 The table will be displayed in Design View, as illustrated.

 Enter the name of the field into the empty cell immediately below the Field Name Header.

For instance you could add a field name called First Name. Press the Tab key to move to
the next cell.

 The next cell is called Data Type. This allows you to control what type of data is to be entered
into the field. Click on the down arrow to display a list of available options.

 If for instance you select Number, then only numeric data may be added. If you select Text,
then only text may be entered, and so on. Select Text in this case.
 Press the Tab key to move to the next cell.
 This cell is called Description, it is an optional property that allows you to explain the function
of the field to someone who will later be using the database table.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 15

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 Pressing the Tab key will take you down to the next row allowing you to add further field
names, properties and descriptions, as required.

Try entering the following fields:

First Name
Second Name
Organization
Phone Number (define this as a number data type)

 Once you have finished defining all your fields,

click on the Close icon at the top-right of the table design window.
BEWARE: Do not click on the Access Close icon which will close the whole program!

 When you see the dialog box asking if you wish to save your changes click on the Yes
button.

 You will then be asked to supply a table name.

 In this case enter a table name of My Second Table and then click on the OK button.

 The system will then offer to supply a primary key.

 Click on the No button.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
16 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 You will then see the table stored as an item within the Tables tab of your database.

 Close the database by clicking on the File drop down menu and selecting the Close
command.

5.2.1.3 Navigate throughout a table.

 Open the Northwind database.

 Open the Orders table by clicking on the Tables icon in the Database window and then
double click on the Orders entry in the list. The Orders table will be displayed in Datasheet
View.

 To move to a field using the mouse, simply place the mouse pointer over the required field
and click.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 17

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 You can also move around the table using the keyboard. Experiment with using the keys
below to navigate the table.

Press this: To move:

Tab to the next field
Shift+Tab to the previous field
Home to the first field of the current record
End to the last field of the current record
 to the next record
 to the previous record
Ctrl+Home to the first field of the first record
Ctrl+End to the last field of the last record
Page Up scroll up one page
Page Down scroll down one page

 At the bottom of the Table window there are 5 buttons that you can use to move around the
table. Experiment with using the buttons below to navigate the table.

Click on this: To move:

to the next record

to the previous record

to the last record

to the first record

to a new record

 You can also move directly to a specific record number. Press F5 to highlight the record
number on the scroll bar and type the number of the record you want.

 Press Enter.

5.2.1.4 Enter data in a table.

 Click on the New Record icon located on the toolbar.

 Access will place the cursor in the first field of the new record.
 Type the data into the cell (just make up data for two records (i.e. rows) or information.
Remember to press Tab to move from field to field. Also remember that when you have
entered data for a complete record, that pressing the Tab key will create another record for
you.
 When you have finished experimenting, close the Northwind database.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
18 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.2.2 - Define Keys

5.2.2.1 Define a primary key

To set one field as a primary key

 Open the database you created earlier (My First Database).
 Open the table named My Second Table.
 Switch to Design View by clicking on the View drop down menu and selecting the Design
View command.
 Select the field you want to assign as the primary key (in this case use the Second name
field). You can either click somewhere in the field or click on the field selector to the left of
the field name.
 Choose Primary Key from the Edit menu. A key will now be displayed to the left of the field
name indicating that the field is the primary key. In the example shown a primary key as
applied to the Second Name field.

5.2.2.2 Set up an index.

To create an index
 Select the field you wish to index on by clicking on its name in the Field Name column (in this
case select Phone Number.
 In the bottom left of the Table window ensure that the General tab is selected.
 Click within the text box to the right of the Indexed field property. A downward pointing arrow
will appear in the right of the text box.
 Click on the arrow to display a list of index options.

 Select Yes (Duplicates OK) and Access will create an index. Select Yes (No Duplicates)
and Access will create an index but will not allow 2 or more records to hold the same data in
the field (i.e. the contents of the field must be unique).

 Close the Table window and save your changes.

 Close the My First Database file.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 19

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.2.3 - Table Design

5.2.3.1 Modify table layout attributes.

 Open the Northwind database.

 Open the Orders table.
 Make sure that you are in Datasheet view, by clicking on the View drop down menu and
selecting Datasheet View.

To select a column using the mouse

 Move the mouse pointer over the column selector. It will change to a black, downward
pointing arrow.

 Click the mouse button and the column will be come selected.
 Click once, within the table to deselect the column.

To select adjacent columns using the mouse

 Click on a column selector and while keeping the mouse button depressed, drag the mouse
over the other column selectors. When you release the mouse button you will have selected
multiple columns.
 Click once, within the table to deselect the columns.

To move a column(s)
 Select a column and release the mouse button.
 Click on the column selector and drag the column(s) to the new location. As you drag the
columns a solid bar between columns indicates the current position of the columns being
moved.
 Release the mouse button to drop the columns(s) at the new location.
 Before proceeding drag the column back to it’s original location.

To change the width of a column

 Move the mouse pointer to the line at the right of the Employee column heading. The pointer
will change to resemble a solid vertical bar intersected by a double-headed arrow.

 Drag the column border to the size you want.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
20 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

To change a column to the “best fit”

 Move the mouse pointer over the line at the right of the column selector. The pointer will
change to resemble a solid vertical bar intersected by a double-headed arrow.
 Double click with the mouse button and the column width will change to match the longest
entry.

To change the height of a row

 Move the mouse pointer over the line separating two record selectors.

 Drag the row to the new height.

 Close the Table window WITHOUT saving your changes.

 Close the Northwind database.

5.2.3.2 Modify field attributes.

To modify field attributes

 Open the database you created earlier (My First Database).

 Open the table named My Second Table.
 Switch to Design View by clicking on the View drop down menu and selecting the Design
View command.
 Select the field whose attributes you want to modify. In this case click on the First Name
field, as illustrated..

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 21

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 The field attributes are displayed in the bottom left hand corner of the Table window. As you
can see the Field Size is set to 50 character. Change this to 30 characters.

If you wish you may experiment with setting other attributes for this field. Remember that you
can use the built in help to guide you. Just press the F1 key while within one of the attribute
fields. As an example, you will see the following Help screen if you click within the Caption
attribute field and press the F1 key.

 Close the Table window without saving your changes by clicking the Close icon in the top
right of the window.
 Close the database.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
22 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.2.4 - Updating a Database

5.2.4.1 Modify data in a table.

 Open the Northwind database.

 Open the Employees table.
 Make sure that you are in Datasheet view, by clicking on the View drop down menu and
selecting Datasheet View.

To modify the contents of a field

 Click within the field you wish to edit. The insertion point (-beam) will now be displayed
inside the field box and type the new data into the field box. In this case click in the title field
relating to Margaret Peacock and change the title from Sales Representative to Sales
Director.
 Press the Enter key.

5.2.4.2 Delete data in a table.

To delete the contents of a field

 Select the field and press the Delete key. In this case click in the title field relating to
Margaret Peacock and delete the title

To replace the entire contents of a field

 Select the field and type in the new value. In this case click in the title field relating to Michael
Suyama and change the title to Dr.

5.2.4.3 Add records to the database.

 Put the insertion point in the first field of the blank record at the bottom of the datasheet.
 Type a value in each field and press TAB to move to the next field, (just make up data!)
 When you reach the last field, pressing TAB puts your insertion point into the first field of the
new, last blank record.

REMEMBER: Access saves the completed record as soon as you move on to the next
record.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 23

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.2.4.4 Delete records in the database.

 Select the record you want to delete (in this, select a record that you added to the database).
 Press the Delete key.

 Click on No to undo the changes, or click on Yes to accept the changes.

 Close the Table window WITHOUT saving your changes.
 Close the Access program.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
ECDL/ICDL [Module Five] 25

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.3 Use of Forms

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
26 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.3.1 - Create a Form

5.3.1.1 Create a simple form.

To create a form using AutoForm Wizard

 If necessary start the Access program an open the Northwind database.
 In the Database Window click on the Table icon.
 Click on the Employees table to select it.
 Click the AutoForm button on the Standard toolbar.

 You can now use this form to enter information into the table or modify existing data.

 Experiment with navigating through the information.

 Use the form to modify an existing record.
 Use the form to create a new record.
 Close the Form window by clicking on the Close icon located in the top right of the window.
 A dialog box may be displayed asking if you want to save the form, choose No.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 27

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

To create a form using Form Wizard

 In the Database window click on the Forms icon.
 Click on the New icon in the Database window.

This will display the New Form dialog box.

 In the top part on the dialog box, select the Form Wizard.
 In the bottom part on the dialog box, select the table or query where the objects data will come
from, for this exercise select the Employees table.
 Click on the OK button to display the next page of the Form Wizard.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
28 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 Click on the field that you wish to add to the form, and then click on the right printing arrow
button to add it to the Selected Fields section of the dialog box. For this exercise add the
following fields

EmployeeID
LastName
FirstName
Title
HomePhone (You may have to scroll down to view this field)

 When you have added the required fields click on the Next button.

 The next page of the dialog allows you to define the layout of the form.

 Choose the Columnar option and then click on the Next button.
 The next page of the Form Wizard allows you to choose a pre-defined style.

 Select the Industrial style and click on the Next button to continue.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 29

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 This next page of the Form Wizard allows you to name the form and set final options for using
the form.

 Click on the Finish button to create the form.

 The form will be displayed as illustrated.

 Experiment with using this form to add or modify data.

 Leave the form open to continue to the next exercise.

5.3.1.2 Enter data into the database using simple forms.

 Entering data into a form is much like entering data into a table. Type your data into the form
field, once finished press the Tab key to move to the next field. Pressing Tab in the last field
will take you to the next record.
 To create a new record, click on the New (Blank) record icon at the bottom of the Form
Window.

 Close the Form window by clicking on the Close icon in the top right of the window.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
30 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.3.2 - Modify Form Layout

To display a form in Design View

 Open the form you created in the previous exercise.
 Click on the View icon in the toolbar, and then select Design View.

To select and move adjacent controls

 Click on a point outside the group and drag the pointer through the controls. As you move the
pointer, it draws a rectangle around the selected group.

To select and move non-adjacent controls

 Hold down the SHIFT key as you select each of the controls.

To change the size of a section

 Our form has 3 sections, Form Header, Detail and Form Footer. After adding and moving
controls you might want to change the size of a section to make room for more controls.
 Move the mouse pointer over the bottom edge of the section. The pointer will change to a
double-headed vertical arrow across a solid horizontal bar.
 Drag the edge of the section until it is the required size.

To change the width of the form

 Move the mouse pointer over the right edge of any section on the form. It will change to a
double-headed horizontal arrow across a solid vertical bar.

 Drag the edge of the section until it is the required size.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 31

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

To change the width of the form and size of a section simultaneously

 Move the pointer over the right-hand corner of the section. It will change to two intersecting
double-headed arrows.

 Drag the corner of the section and form until it is the required size.

5.3.2.1 Format text.

To format text in a control

 Select the First Name label control, when selected 8 handles will appear around the edge of
the control as illustrated.

 Select a new font from the Font drop down list on the Formatting toolbar.

 Set the font size using the Font Size drop down list on the Formatting toolbar.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
32 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 Experiment with the Bold, Italic and Underline icons.

 Use the Align Left, Center and Align Right icons to position the text within the control.

 To set the text color, click on the down arrow to the right of the Font/Fore Color icon and
select a color from the palette.

5.3.2.2 Change background colors in form layout.

To set the background color of a control

 Click on the down arrow to the right of the Fill/Back Color icon located on the Formatting
toolbar.

 A palette will be displayed, click on the color you want to use for the background.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 33

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.3.2.3 Import an image or graphics file into a form.

To insert a picture into a form

 Click on the Insert drop down menu and select the Picture command.
 The Insert Picture dialog box will be displayed.
 From the Look in drop down menu select the C: entry.
 Open the Program Files folder.
 Open the Microsoft Office folder.
 Open the Office folder.
 Open the Bitmaps folder.
 Open the Styles folder.
 Select the file named Globe.
 Click on the OK button to close the Insert Picture dialog box and insert the picture.
 Drag the picture to the desired location and resize as necessary.

5.3.2.4 Change arrangement of objects within form layout.

To move controls or labels

 Select the control you want to move.
 Move the mouse pointer over the edge of the control until it changes to an open hand.
 Click the mouse button and keep it depressed while you move the control to its new position
and release the mouse button.

To move a text box or label independently

 Select the control you want to move.
 Move the mouse pointer over the move handle at the top left of the label or text box. It will
change to a pointing hand.
 Click the mouse button and drag the text box or label to its new position.

To resize a control
 Select the control you want to resize.
 Move the pointer over one of the sizing handles. It will change to a double-ended arrow
indicating the directions in which you can drag the handle.
 Click the left-hand mouse button and while you keep it depressed, drag the sizing handle to
increase or decrease the size.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
34 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

To align controls to each other

 Select the controls you want aligned.
 Choose Align from the Format menu and then select the desired option from the sub-menu.

To change the spacing between controls

 Select the controls you want spaced.
 Choose Horizontal Spacing or Vertical Spacing from the Format menu.
 Choose Increase, Decrease or Make Equal from the sub-menu.

To delete a control
 Select the control you want to delete.
 Press the Delete key. NOTE: If you select the label and press Delete, just the label will be
deleted. However, if you select the text box and press Delete, both text box and label will be
deleted.

To duplicate a control and its label

 Select the control.
 Choose Duplicate from the Edit menu. A copy of the control will appear immediately below
the original.

To move or copy controls using the Edit menu

 Select the control.
 Choose Cut or Copy from the Edit menu to place the control on the clipboard.
 Choose Paste from the Edit menu. Access will put the control in the top left-hand corner of
the detail section.
 Move the control to its new location.

Close the form without saving changes

 Click on the Close icon in the top right of the Form window. The following dialog box will be
displayed.

 Click on the No button.

 Close the Northwind database.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
ECDL/ICDL [Module Five] 35

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.4 Retrieve Information

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
36 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.4.1 - Basic Operations

5.4 1.1 Load or log onto an existing database.

 Click on the File drop down menu and select the Northwind database from the list of recently
used databases at the bottom of the menu.

5.4.1.2 Find a record based on given criteria.

 Click on the Tables icon in the Database window to display a list of tables in the Northwind
database.
 Open the Customers table.

To begin a search
 Click in the field on which you want to search, for this example click within the Country field.
NOTE: You may have to scroll to the right to see this field.

 Choose Find from the Edit menu

OR click on the Find icon on the standard toolbar
OR press CTRL+F.

This brings up a dialog box headed Find and Replace.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 37

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 Type the value you want to find into the Find What box. For this exercise type in Mexico.
 Click on the Find Next button or press Enter. Access moves to the first record in which the
value exists and highlights the field.
 Click on Find Next to find another occurrence of the same value. Repeat this step until all the
occurrences have been found. Access will display a dialog box once it has finished searching
the entire table, click on the OK button to close the dialog box.
 Click on the Close icon in the top right of the Find and Replace dialog box to close the dialog
box.
 Close the Table window.

5.4.1.3 Create a simple query.

To create a query using the Simple Query Wizard

 In the Database window, click the Queries tab.
 Click the New button in the Database window

This will display a New Query dialog box.

 Select the Simple Query Wizard option, and then click on the OK button to move to the next
Wizard page.
 The dialog box should resemble that illustrated below.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
38 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 Click on the down arrow in the Tables/Queries text box and select Table:Products.

 To add a field, select the field and click on the right-pointing arrow.

 Add the fields ProductID, ProductName and UnitsInStock.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 39

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 When you have finished adding fields, click on the Next button, and the dialog box below is
displayed.

 Click on the Next button to continue.

 Give the query a name, using the dialog box illustrated below.

 Click on the Finish button to complete the query. The results are displayed as illustrated.

 Close the Select Query window by click on the Close icon in the top right of the window.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
40 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.4.1.4 Create a query with multiple criteria.

Creating a query without the wizard

 We are going to create a query that will display details of any customers that are Marketing
Managers based in the US.
 In the Database window, click the Queries tab.
 Click the New button in the Database window to display a New Query dialog box.
 Select Design View from the New Query dialog box.
 Click on the OK button. Access then opens the Select Query window and displays the
Show Table window on top. The Show Table window allows you to select the table (or
tables) upon which you wish to perform a query.

 Ensure that the Tables tab is selected and click on the Customers entry in the list so that
Customers is highlighted as illustrated above.
 Click on the Add button. A list of fields in Customers table will now be displayed above the
query grid.
 Click on the Close button within the Show Table window to close the Show Table window.
 The Select Query window should now resemble the illustration below.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 41

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 Add the fields you want to use in your query to the query grid by double clicking on the field
names in the Customers table list. Double click on CustomerID, ContactName,
ContactTitle, Phone and Country.
NOTE: You will have to scroll down to see some of these!

 The Select Query window should now resemble the illustration below.

 We now need to set the criteria. Click within the Criteria box for the ContactTitle field and
type Marketing Manager followed by the Enter key.
 Click within the Criteria box for the Country field and type USA followed by the Enter key.
 The Select Query window should now resemble the illustration below.

Running the query

 Run the query by clicking on the Run icon, located on the toolbar.

 Records matching your query will now be displayed.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
42 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.4.1.5 Save a query.

To save a query
 Click on the File drop down menu and select the Save command

OR click on the Save icon located on the toolbar.

 The Save As dialog box will be displayed. Type a name for the query into the Query Name
text box.

 Click on the OK button to save the query.

 Close the Select Query window by clicking on the Close icon located in the top right of the
window.

5.4.1.6 Add filters.

To filter records in a table datasheet by Selection

 Open the Customers table and display it in Datasheet View.
 Click in a cell containing the item that you wish to filter on. For this exercise click on a record
containing the words Owner in the Contact Title field.

 Click on the Filter by Selection icon in the toolbar.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 43

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 In this example only fields containing the word “Owner" will be displayed, as illustrated.

 Click on the Remove Filter icon to remove the filter and display the whole table once more.

To filter records in a table datasheet by form

 Click within the Contact Title field once more.
 Click on the Filter by Form icon and the table will change, as illustrated.

 Click on the drop down arrow and you may select one of the items displayed to filter this field
on. For this exercise, choose Marketing Assistant.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
44 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 Click on the Apply Filter icon, and only records where Contact Title contains the item
Marketing Assistant will be displayed.

5.4.1.7 Remove filters.

 Click on the Remove Filter icon.

5.4.2 - Refine a Query

5.4.2.1 Add fields to a query.

To open a query in Design View

 Select the Database window.
 Click on the Query icon.
 Right click on the name of the query you created earlier (US Marketing Managers) and select
the Design View command from the pop-up menu.
 The Select Query window will be displayed.

To add a field to a query

 A list of fields available in the Customers table will be displayed in the top half of the window.
 To add a field to the query, double click on its name in the list. The field will be entered into
the next available column. In the example below I have added the Fax field.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 45

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.4.2.2 Remove fields from a query.

To remove a field from a query

 Double click within the Field text box containing the name of the field you wish to delete, for
this exercise use the Fax field that you previously added. The Fax field name will be
selected.
 Press the Delete key.
 Press the Enter key.

 Close the Select Query window by clicking on the Close icon located in the top right of the
window.

5.4.3 - Select and Sort

5.4.3.1 Select and sort data based on given criteria.

To sort records in a table Datasheet

 Open the Customers table and display in Datasheet View.
 Select the Contact Title column.
 Choose Sort from the Records menu and select Sort Ascending.
 Choose Sort from the Records menu and select Sort Descending to reverse the sort.
 Close the Table window by clicking on the Close icon located in the top right of the window.

5.4.3.2 Select and sort data based on common logical operators.

To filter records using the Advanced Filter command

 Open the Employees table.
 We are going to create a filter to display only employees based in London who were hired
after 1st January 1994.
 Click on the Records drop down menu and select the Filter command. A sub-menu will be
displayed.
 Select Advanced Filter/Sort from the sub-menu.
 The Filter window will be displayed.
 Click within the first Field text box, a down arrow will appear in the right of the box.
 Click on the down arrow to display a drop down menu, select the field you wish to apply the
filter to. In this case select the City field.
 Click within the Criteria box and enter your search criteria. For this exercise enter London
and press Enter.
 Click within the second Field text box, a down arrow will appear in the right of the box.
 Click on the down arrow to display a drop down menu and select the HireDate field.
 Click within the Criteria box and enter >1/1/94 as your search criteria and press Enter.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
46 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 You should now see the following displayed in the Filter window.

 To apply the filter, click on the Apply Filter icon, located on the toolbar.

 In this case, only 2 records in the Employees table meet the requirements of our filter.

 Click on the Remove Filter icon to remove the filter and display the whole table once more.

 Close the Table window without saving your changes.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
ECDL/ICDL [Module Five] 47

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

5.5 Reporting

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
48 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

5.5.1 - Create Reports

5.5.1.1 Present selected data in a particular sequence on screen and in reports.

To create a columnar report using AutoReport Wizard

 Within the Database window, click on the Reports icon.
 Click on the New button in the Database window.

 Select the table or query where the objects data comes from. For this exercise select
Customers from the Northwind database.
 Select AutoReport: Columnar.
 Click on the OK button and the column formatted report will be generated and displayed on
the screen.

 Close the report without saving your changes by clicking on the Close icon on the top right of
the window and clicking on the No button in the displayed dialog box.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 49

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

To create a Tabular report using AutoReport Wizard

 Within the Database window, click on the Reports icon.
 Click on the New button in the Database window.

 Select the table or query where the objects data comes from. For this exercise select
Customers from the Northwind database.
 Select AutoReport: Tabular.
 Click on the OK button and the table formatted report will be generated and displayed on the
screen.

 Close the report without saving your changes by clicking on the Close icon on the top right of
the window and clicking on the No button in the displayed dialog box.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
50 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

To create a report using Report Wizard

 Within the Database window, click on the Reports icon.
 Click on the New button in the Database window.

 Select the table or query on which you want the form based. For this exercise select the
Customers table.
 Click on the Report Wizard.
 Click on the OK button.
 The next page of the Report Wizard is displayed.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 51

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 Click on the field that you require and click on the right pointing arrow to add the field to the
Selected Fields section of the dialog box. Use this procedure to add CustomerID,
CompanyName, ContactName and Phone.

 Click on the Next button to continue.

 The next page that is displayed allows you to add grouping levels.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
52 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 Click on the Next button to continue to the next page of the Report Wizard.

 This page of the Report Wizard allows you to sort your records by up to four fields, in either
ascending or descending order.
 Click on the down arrow to the right of the box labeled 1 and select CompanyName from the
list.
 Click on the down arrow to the right of the box labeled 2 and select Phone from the list.
 The Report Wizard dialog box should now resemble the illustration below.

 Click on the Next button to continue to the next page.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 53

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 The next page of the Report Wizard allows you to determine the layout of the report.

 Select Tabular from the Layout section.

 Click on the Next button to continue to the next page of the Report Wizard.
 The next page of the Report Wizard allows you to select from a range of styles, Bold,
Casual, Compact, Corporate, Formal or Soft Gray.

 Select the Corporate style from the list.

 Click on the Next button to continue to the next page of the Report Wizard.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
54 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

 The next page of the Report Wizard is the final page, which allows you to give a name to the
report.

 Enter the name My First Report into the top text box.
 Click on the Finish button to generate and preview the report.
 Close the report by clicking on the Close icon in the top right of the report window.

5.5.1.2 Modify a report.

To open a report in Design View

 Select the Database window.
 Click on the Report icon.
 Right click on the name of the report you created in the previous exercise and select the
Design View command from the pop-up menu.
 The Report window will open and display the report in Design View.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 55

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

To display the Toolbox

 The Toolbox is normally displayed by default.

 If the Toolbox is not visible you can display it by clicking on the Toolbox icon, located on the
toolbar.

To create a bound text box

 If the Field List is not displayed, choose Field List from the View menu. The Field List will be
displayed as illustrated.

 Click on the field you want to add to the report within the Field List. The field is now selected.
 Drag the field onto the area of the report where you want it to appear.

To create a text box using the Toolbox

 Click the Text Box icon on the Toolbox.

 As you move the mouse pointer from the Toolbox to the report, it will change to a small box
resembling the Text Box icon but with a cross outside the upper left-hand corner of the box.
 Click the on the report where you want the text box to go.

To create a label
 Click the Label icon in the Toolbox.

 Click in the area of the report where you want your label to go.
 Type the text you want in your label.

To change the text of a label

 Double click within the label you just created.
 Type in some alternative text.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
56 ECDL/ICDL [Module Five]
EXERCISES ECDL [Databases/Filing Systems]

To delete an object from a report

 Click on the label you created earlier to select it.
 Press the Delete key.

 Close the Report window without saving your changes.

5.5.1.3 Create and customize Headers and Footers.

To customize report headers and footers

 Select the Database window.
 Click on the Report icon.
 Right click on the “My First Report” report you created previously and select the Design View
command from the pop-up menu.
 The Report window will open and display the report in Design View.
 Delete the existing page header and footer by clicking on the View drop down menu and
selecting the Page Header/Footer command. Access will display a dialog box warning you
that you are about to delete the header and footer sections, click on the Yes button. Select
the Page Header/Footer command from the View drop down menu once more to re-display
the header and footer.

 Click on the Insert drop down menu and select the Page Numbers command. The Page
Numbers dialog box will be displayed as illustrated.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
 ECDL/ICDL [Module Five] 57

e
v
i
F

e
l
u
d
o
M
[Databases/Filing Systems] EXERCISES

 From the Position section of the Page Numbers dialog box, select the Bottom of Page
[Footer] option.
 Click on the OK button to close the Page Numbers dialog box. The necessary code will be
inserted into the Page Footer section of the report.

 Select Print Preview from the View drop down menu and if necessary scroll down to the
bottom of the page to see the footer you have created.

 Close the Report window without saving your changes.

5.5.1.4 Group data in a report-totals, sub-totals etc.

Grouping using the Report Wizard

 The easiest way to add grouping information to a report is to use the Report Wizard.

 Select the field you wish to group the report by and click on the right arrow button. You can
use the up and down arrow buttons to adjust the priory of the field.

FOR USE AT THE LICENSED SITE ONLY

 Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200