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Project 11 Creating A Customized Database UNIT 2: 875

UNIT 2

PROJECT 11

CREATING A CUSTOMIZED DATABASE

IN THIS PROJECT, YOU LEARN HOW TO

Examine a Database and Its Objects

Create Tables and Set Field Properties in Design View

Create Relationships

Add and Delete Records

Create a Form Using the Form Wizard

Create a Report Using the Report Wizard

UNIT 2: 876 Using Productivity Software

WHY WOULD I DO THIS? A database is a collection of related facts—or data—stored together in one file. Microsoft Office Access is a computerized database management system that enables you to store, retrieve, analyze, and print information. It is a system for managing large amounts of data. Companies use databases for many purposes: to manage customer files, to track orders and inventories, and for marketing purposes. An individual might set up a database to track household expenses or manage a list of family, friends, and business addresses. Teachers often set up a database to track students’ grades and other class information. A database enables the user to access and manage thousands of pieces of data in an organized, efficient, and accurate manner.

To begin using Access, there are a number of terms that you need to understand. An Access database consists of tables , queries , forms , reports , pages , macros, and modules , which are all generally known as objects . These objects work together to store, search, input, report, and automate the data. The following is a brief explanation of the purpose of each object.

Tables are the foundation of the database because they store the data that makes up the database. Each table stores a set of related data.

Queries are used to sort, search, and limit the data to just those records that you want to see.

Forms are used to input, edit, or view data, generally one record at a time.

Reports are used to summarize information for printing and presentation of the data.

Pages are a type of Web page designed for viewing and working with data from the Internet or over an intranet.

Macros are used to automate existing Access commands.

Modules are programs in the Visual Basic programming language that are used to customize the database for special needs.

In this project, you first examine the four main objects in a database: tables, forms, reports, and queries. Then you open another database, add a table, add records, and create a form and a report. Queries are covered in depth in Project 12.

VISUAL SUMMARY In this project, you add objects to a database for the Armstrong Pool, Spa, and Sauna Company. You create an Orders table and enter new records. You create a Contractors

form and a Contact List report. Figure 11.1 shows the form that you create, and Figure 11.2

shows the report.


LESSON 1: Examining a Database and Its Objects

This textbook introduces you to the four main Microsoft Office Access objects: tables, forms, reports, and queries. Each object has at least two views. The Design view is used to create and modify objects, whereas the object view is used to view the data. In tables or queries this is known as the Datasheet view , in a form it is the Form view , and in a report it is the Print Preview of the report.

In this lesson, you open a database and save a backup copy of the database. You then open each of the four main objects to see the data and to examine the design of a table and a query.

All of these exercises can be completed with Microsoft Office 2007. Instructions throughout the lessons are based on the Windows XP operating system, running Microsoft Office 2007. Your screen may differ slightly from the figures shown, even if you are running Office 2007.

Form created

FIGURE 11.1

Report created

FIGURE 11.2


To Examine the Database window

1. Start Microsoft Access; click More on the Open Recent Database task pane. The Open dialog box displays. As with other applications, use the Open dialog box to locate and open files.

2. Locate and open AC_1101 in the Student folder for this chapter. Click the Office button, point to Save As, and then from the submenu, click Access 2002-2003 Database. If a Read-Only bar displays under the Ribbon, click Save As on the right end of the bar. The Save As dialog box displays. Here you can save the file with a new name and in a folder of your choice.

3. Navigate to the drive and folder where you are saving your files; in the File name box type Personnel and then click Save.

4. In the Security Warning bar under the Ribbon click the Options button, click Enable this Content, and then click OK. The file opens and displays the Access window. The Tables object displays in the Navigation Pane on the left, and one table—Personnel—is listed. The Access window displays four Access tabs on the Ribbon—Home, Create, External Data, and Database Tools. Notice that the title bar displays the filename and (Access 2002-2003 file format). The file format refers to the version of Access that you selected when you saved the file. This file can be opened with earlier versions of Access.

I f you have problems...

The latest version of Windows has more sensitive security precautions than earlier versions. Depending on your version of Windows and the security settings on your computer, you may see a Security Warning box every time you open an Access database. This warning box advises you that the file may not be safe to open if it contains code that was intended to harm your files. Because databases use objects that are interconnected and may contain macros, this security warning displays as a precaution. Macros in Access are used to manage files. The files that you use in this textbook are safe to open, so each time you see this security warning, click Open to continue.

5. Examine Figure 11.3 to identify each component of the Access window and read the explanation for each part of the window found in Table 11.1 that follows this figure.

Object list arrow

Tables object list

Navigation Pane

Shutter Bar Open/Close Button

FIGURE 11.3


COMPONENT DESCRIPTION

Access Ribbon Four tabs—Home, Create, External Data, and Database Tools—display on the Access Ribbon. Contextual tabs will become available when objects are open and will change depending on the view of the object displayed.

Navigation Pane Used to navigate between objects. The currently active object displays in orange. The names of available objects for that type of object are listed under the object type. In Figure 11.3, Tables is the object type and Personnel is the only table that is listed for this database. Personnel is also the active object as seen by the orange highlighting. You can display one or all types of objects.

Object list The objects for the currently active object type(s).

Object list arrow Displays a list of options for organizing and displaying objects on the Navigation Pane

Shutter Bar Open/Close Button

Used to collapse or expand the Navigation Pane

TABLE 11.1

In the first steps in this lesson you opened a database, saved a copy of the database file

with a new name, and identified the main elements of the Access window. This process is different from the process used to create copies of Microsoft Office Word, Excel, and PowerPoint files. In each of those applications, you open a file, make changes to it, and then optionally you can save it with a new name, preserving the original fine. When you open an Access files, any changes made are preserved in the original file. If you want to create a new file with a new name, it needs to be done before any changes are made. In this portion of the lesson, you explore the objects in the Personnel database.

To Examine Database Objects

1. In the Navigation Pane, double-click Personnel under the Tables object list. The Table Tools Datasheet tab becomes available on the Ribbon. The Datasheet view displays the records in the Personnel table. Records contain all of the related facts about a single person, place, object, or event. In this example, the records contain personnel data. Each record is composed of fields. A field is the smallest useable fact collected for each record. In this example, fields include First Name, Last Name, Home Phone, and Birth Date, to name a few. Notice that the field names display across the top of the Personnel Table datasheet, and the data for any particular field displays in a column. The records display in rows. At the bottom of the datasheet are navigation arrows that are used to navigate between records in the table. Notice that there are six records in this table and record 1 is the active record as shown in Figure 11.4.


2. In the bar at the bottom of the Personnel table, click the Next record button twice. The record indicator moves to the third record—Margaret Peacock—which is now the active record. Notice that 3 of 6 displays in the navigation record box. The navigation bar displayed at the bottom of the table is also used to navigate records in other objects.

3. Click the First record button; the first record becomes the active record. You can also click the select record box to the left of a record to make it active, or click on the record itself.

4. On the Navigation Pane, click the Shutter Bar Open/Close button to shrink the size of the Navigation Pane. On the Home tab, in the Views group, click the View button. On the Personnel title bar, click the Maximize button. The Table Tools Design tab displays, and the Design view of the table displays as shown in Figure 11.5. The top part of the Table Design view lists the field names, data types, and any description for the fields. The Field Properties area at the bottom of the table design lists properties for the selected field. The first field listed—EmployeeID—is active by default, and the properties shown on the bottom are the EmployeeID field properties. Properties are characteristics that define a field such as the size of the field. The window control buttons (Minimize, Maximize and Close buttons) for the Personnel table display at the right end of the tab bar.

FIGURE 11.4

Active record

Field names

Navigation bar

Next record button

First record button

Number of records in table


5. Click on each field and observe the change in data type and field properties for the active field. The data type determines the kind of data that can be entered. The field property options change depending on the data type.

6. Click the Close button at the right end of the tab bar. The Table Design view closes The Navigation Pane for this database remains open, but collapsed at the left side of the window.

7. In the Navigation Pane, click the Shutter Bar Open/Close button, and then click the Objects list arrow to the right of Tables. At the bottom of the displayed list click All Access Objects. The four main object types—Tables, Queries, Forms, and Reports are listed, with the objects that have been created for each object type displayed underneath. The title on the Navigation Pane changes from Tables to All Access Objects.

8. On the Navigation Pane, under Forms, double-click PersonnelListing . The PersonnelListing form displays as shown in Figure 11.6. Objects can also be opened right-clicking the object name and then choosing Open from the submenu. This form is based on the Personnel table and displays the records one at a time in a form. When you look at data in a form, you are looking at the data that is stored in one or more tables. Forms are used to enter and edit records, and are most often designed to view one record at a time. Notice the navigation buttons at the bottom of the form window.

FIGURE 11.5

Shutter Bar Open/Close button

Field names

Field properties

Data types

Description area


9. Click the Close button on the form title bar. In the Navigation Pane, under Queries, double-click Commission . The Commission query displays only three records and three fields as shown in Figure 11.7. Queries are used to search, sort, and limit the data in your tables to display only those records that match specified conditions. Queries enable you to display only those records that answer a specific question, in this case, which employees are paid commission. Notice the Navigation bar at the bottom of the Query window.

10. On the Home tab, in the Views group, click the View button. The Design view of the Commission: Select Query displays as shown in Figure 11.8, and the Query Tools Design tab is active on the Ribbon. The top portion of the window shows a field list for the Personnel table upon which this query is based. A field list is a box that lists all of the fields in a table or query. The bottom portion of the window is the query grid, which is used to design the query. Here you list the fields you want to include in your query, determine the sort order, and insert a value in one or more of the criteria boxes in order to limit the records displayed. Notice that Yes displays on the Criteria row under the Commission field.

FIGURE 11.6

Navigation buttons

First record from the Personnel table is displayed

FIGURE 11.7

Three records display

Only three fields display


11. Click the Close button on the Commission title bar to close the Query window.

12. In the Navigation Pane, under Reports, notice that there are three reports listed. Double-click Commission to display the Commission report. This report is based on the Commission query that you just examined. As you move your mouse pointer over the report, it displays as a magnifying glass. Reports are always displayed in Print Preview mode, so you see how the report will look when it is printed.

13. Click on the left portion of the line at the bottom of the report. The report is magnified and the current date displays on the bottom of the report. This is part of the formatting that is applied to a report when it is created.

14. Use the vertical and horizontal scroll bars to scroll up and view the three records that are listed.

15. Click the Close button on the QryCommission title bar. Click the Office button and at the bottom of the list click Close Database to close this file but leave the Access program open. The Getting Started with Microsoft Access Window displays.

TO EXTEND YOUR KNOWLEDGE…

USING THE VIEW BUTTON

On the Home tab, the View button is used to move between viewing the records and viewing the design of an object. The icon on the button changes between a design icon and a table datasheet, form, or report icon, depending on the currently active object and view. If you are viewing a table datasheet, the icon on the button will display a design icon. This indicates that the Design view will display when the button

FIGURE 11.8

Three fields included in query grid

Field list box for Personnel table

Criteria inserted under Commission field


is clicked. Similarly, when you are in the Design view of a table, the View button displays a datasheet icon to indicate that the Datasheet view will display when the button is clicked. The icon on this button similarly changes when you are working with a query, form, or report. Use this button to move between the Design view and viewing the records for each of the objects.

CONTEXTUAL TABS

When you open an object, a contextual tab may displays. For example, when you open a table, the Table Tools Datasheet tab displays. If you open a form, in the Layout view, the Form Layout Tools Format tab, and Arrange tab display. The contextual tabs change depending on the type of object that is open and the view that is displayed—Datasheet view, Form View, Design View and others. The buttons that are on the tab are related to the active object and the view of that object that is currently displayed. Some of the tabs contain the same buttons.

FIELD NAMES

Field names can be up to 64 characters long and include any combination of letters, numbers, spaces, and special characters except a period (.), an exclamation point (!), an accent grave (`), or brackets ([ ]). In many databases, spaces are not used in field names because they can create a conflict when using Microsoft Visual Basic for Applications (VBA) , which is the programming language used to write modules in Microsoft Office Access. When spaces are not used for field names it is common practice to capitalize each word in a field name.

LESSON 2: Creating Tables and Sett ing Field Propert ies in Design View

When you create a table, you name the fields, identify the type of data that each field will contain, set field sizes, and add descriptions if necessary. It is important to ensure that all data entered in a table is accurate. One of the ways you do this is to set field properties, which control the data that is entered and the way the data displays on the screen. Before you create a table in Access, you need to spend some time designing the table. The first step in designing a table is to decide what the table is about: What is the main purpose of the table? Then you identify the fields that should be included in the table and define the data type for each field. The data type determines what kind of data may be entered in a field. It helps ensure that inappropriate data is not entered in a field, such as alphabetic characters in a number field.

Table 11.2 describes the 10 data types that are available.

ACCESS DATA TYPES

DATA TYPE EXPLANATION

Text Default data type, used for text and numbers up to 255 characters; used for numbers that are not in calculations such as phone numbers.


Memo Used for long text or combinations of text and numbers; up to 63,999 characters or limited by the size of the database.

Number Used for numeric data that may be included in calculations.

Date/Time Date and time values for the years 100 through 9999.

Currency Currency values and numeric data used in mathematical calculations involving data with one to four decimal places.

AutoNumber A unique sequential number incremented by 1 automatically with each new record added to the table.

Yes/No A Yes/No field type limits your data to one of two conditions. You can enter only Yes or No, True or False, or On or Off.

OLE Object Used to insert Object Linking and Embedding (OLE) objects, such as pictures or charts created in another application.

Hyperlink Text or combinations of text and numbers stored as text and used as a hyperlink address.

Attachment Any supported file type may be attached to a table such as images, spreadsheet files, or documents.

Lookup Wizard

A field that allows you to choose a value from another table or from a list of values. Clicking this option starts the Lookup Wizard, which creates a Lookup field.

TABLE 11 2

After you have designed the table and decided on the data type for each field, you can add the table to your database. In this lesson, you open an existing database and save it with a new name. The Armstrong Pool, Spa, and Sauna Company created this database to track customer orders and the contractors who will install the products that have been sold. The database already contains a table of contractors who do the installations. You will create the Orders table for this database and set the field properties. The table you create contains information about the orders placed by customers.

To Create Tables

1. Open Access if necessary. In the Open Recent Database pane, click More. Locate and open the AC_1102 database. Click the Office Button, point to Save As, and in the submenu click Access 2000. In the Save As dialog box, navigate to the folder containing your student work and save the file with the name Armstrong.


2. On the Security Warning bar, click the Options button, click Enable this content, and then click OK. The Armstrong database uses the Access 2000 file format as indicated in the title bar. The Tables object list displays and Contractors is the only table listed.

3. In the Navigation Pane, under Tables, double-click Contractors to view the contents of this table. This table lists the contractors that are used by the Armstrong Company to install pools, spas, and saunas. It includes information about each contractor, including a ContractorID field that identifies each contractor with a special ID code. This type of field is called the primary key field, because each ContractorID is unique and cannot be repeated in this table.

4. Close the Contractors table.

5. Click the Create tab, and in the Tables group click the Table Design button. A blank Table Design window displays. Here you enter field names, select the data type, enter a description (if any), and set field properties for each field.

6. With the insertion point in the first Field Name box, type OrderNo and press R . The first field name is entered, and the insertion point jumps to the Data Type column. The default data type value, text, is displayed. You can also use Tab to move between columns in the Table Design view.

7. Click the arrow in the Data Type box to display the list of available data types, click AutoNumber, and then press R . AutoNumber displays in the Data Type column and the insertion point moves to the Description column. Descriptions are optional. They display on the status bar in the Datasheet view of a table when that field is active. They are used to add clarifying information to help someone entering or editing data. A description is not needed for this field.

8. Press R to move to the second row of the Field Name column, and type OrderDate; press R , type D to set the data type to Date/Time; press R to move to the Description column and type Date order was placed. The second field—Date—is added to the table design as shown in Figure 11.9. The first letter of each data type acts like a shortcut key. Pressing the first letter of a data type, as you did here, is a quick way to assign data types when you are setting up a table.


9. Press R to move to the third line; type CustomerNo and press R twice. The third field is entered and Text is accepted as the data type. The CustomerNo field is still the active field.

10. In the Field Properties area at the bottom of the window, in the Field Size box, select the displayed value and type 5. This limits the number of characters that can be entered into this field to 5. Because customer numbers are limited to five characters; limiting the field size helps ensure that correct data is entered in this field.

11. Click the next available box in the Field Name column and continue entering the field names, data types, and descriptions as shown in the following table and then compare your results with Figure 11.10:

FIELD NAME DATA TYPE DESCRIPTION

Description Text Description of item purchased

Amount Currency Amount of purchase

Installation Yes/No Installation required?

ContractorID Text Installer assigned to job

InstallationDate Date/Time Date installation is scheduled

FIGURE 11.9

Field names entered

Description added

Data type set


12. Click anywhere in the OrderNo f ield to make it the active field, and then on the Table Tools Design tab, in the Tools group, click the Primary Key button. This makes the OrderNo field the primary key field for this table. A small key displays in the field selector box next to the Active indicator arrow. A primary key is used to designate a field that contains unique data for each record. This field is used to help speed up sorting of data and to create a join between tables. A common field is used to join tables so you can retrieve related information from multiple tables. While a primary key is not required, it is strongly recommended. In this table, the OrderNo field will contain unique data because it is an AutoNumber field.

13. On the Quick Access toolbar, click the Save button. In the displayed Save As dialog box, type Orders in the Table Name box, and then click OK. The table is saved and the new name displays in the Table Design view title bar. Leave this window open to continue to the next part of this lesson.


UNDERSTANDING FILE FORMATS

In previous versions of Microsoft Access, files were not backwardly compatible with earlier versions of the software. With the introduction of Access 2000, file formats became more stable and files created with Access 2000 can be opened and manipulated with Access versions 2002, 2003 and 2007. However, files created with Access versions 2002 or later have to be converted to be viewed with Access 2000. The default file format for your computer may be set to Access 2000, Access 2002 – 2003, or Access 2007. This affects the format of new Access files that you create. The default file format can be changed in the Access Options dialog box on the Office menu. To learn more about Access file formats, click the Help button and type converting Access files in the Search box, press R and then click the link Convert a

FIGURE 11.10

Fields added to table


database to the Access 2007 file format, and the link Convert an Access 2007 database to an earlier file format.

When you created the Orders table you set one property—the field size property—for

the CustomerNo field. You can set properties as soon as you set the data type for a field. The data type determines the field properties that are available. It is also possible to set field properties after a table is created. Properties can help ensure a consistent look when the data is viewed. For example, text fields can be formatted to display in uppercase letters, or formatted to display phone numbers, social security numbers, and dates with appropriate parentheses, dashes, or slashes. This makes data entry faster because the person entering the data does not have to type those characters. Setting a default value for a field speeds up the input process by having the most common entry for a particular field already inserted. If the Required Field property is set to Yes, it ensures that field is not left empty. In the next part of this lesson, you set properties for a few of the fields in the Orders table.

To Set Field Properties

1. With the Armstrong database open to the Orders Table Design view, click anywhere on the OrderDate f ield to make it active; click the Input Mask box in the Field Properties area. A small Build button displays to the right of the Input Mask box. Input Masks are used to pre-format a field to make it easier to enter data. For example, in a date field you have to type slashes (/) to separate the month, day, and year. A date input mask pre-formats the field with slashes.

2. Click the Build button to the right of the Input Mask box. The first Input Mask Wizard dialog box opens. The options displayed are related to dates because this is a date/time data-type field.

3. Select Short Date in the Input Mask list, click at the beginning of the Try It box and type 09072008. When you type, you do not have to type the slashes because the input mask formats the date to include them. You must enter two digits for the month and day, so use a 0 in front of values 1 through 9. Depending how the date is configured for your computer, you may be able to enter the year in a two-digit format rather than the full four-digits.

4. Click Next. In the second Input Mask Wizard dialog box, you can modify the input mask. For example, if you wanted the year to be a two-digit format or a four-digit format, you could change the number of characters shown in the year placeholder in the Input Mask Text box.

5. Click Finish. The dialog box closes and the input mask displays in the Input Mask box in the Field Properties area as shown in Figure 11.11. Now when you enter a date in this field you will not have to type the slash marks; they have been pre-formatted for this field.


6. With the OrderDate field still the active field, click the Default Value box and type Date( ) and then press R . This is a code that displays the current date. Because most orders use the current date, you set the default property for this field to display the current date automatically. The space between the parentheses is removed by the program because it is not needed. When orders are placed, the default date can be overridden by typing another date.

7. Click the InstallationDate f ield; repeat the procedure in steps 1 through 5 to add a short date input mask to this field; click Yes when prompted to save the table. If a change is made to a table, you have to save the table before the Input Mask Wizard will display. A short date input mask is added to the InstallationDate field.

8. Click the CustomerNo f ield, and then, in the Format property box, type >. The data you will enter in this field starts with a letter, followed by a dash and numbers. The > (greater than) symbol is used to force any letters in this field to display as uppercase.

9 Click the Required property box for the CustomerNo field; click the list arrow in the Required box and select Yes . This property ensures that the CustomerNo field will not be left empty.

10. Click the ContractorID f ield; change the Field Size property to 4 and type > in the Format property box. This limits the field size to match the size of the Contractor ID numbers that are used, and formats it to display any letters as uppercase.

11. On the Quick Access toolbar, click the Save button to save the changes you have made to the Orders table and then close the table. The changes to the Orders table are saved. Leave the Armstrong database open for the next lesson.

FIGURE 11.11

OrderDate is the active field

Short date input mask

Build button



CHANGING A TABLE AFTER IT CONTAINS DATA

You can make changes to a table at any time. However, if you change field properties, or delete fields after data has been entered, warning boxes may display when you attempt to save the changes. For example, if you change a field size to a smaller number, Access recognizes the smaller field size and warns you that some data may be lost. Therefore, it is important that you are certain that the smaller field size will not be a problem. Another warning box displays if you add a required field property. The addition of a required field invokes a "data integrity rules have changed" warning. If one of the records does not contain the required data, Access cannot enforce the required field property.

LESSON 3: Creating Relationships and Enforcing Referential Integrity

Microsoft Office Access is a relational database , which means the data is divided into several tables that can be related to each other by a common field. When this is done correctly, it minimizes the amount of data that needs to be stored. In the Armstrong database, the information about each contractor is entered once, rather than being repeated for every order. The ContractorID field, which is designated as the primary key, is used to uniquely identify each contractor. The ContractorID is also in the Orders table, which identifies the contractor assigned to install the order. You create a relationship between the Contractors table and the Orders table based on this common field.

A relationship is a join—connection— between two tables based on a common field for the purpose of displaying or extracting information from connected records in both tables. Relationships between tables are formalized in the Relationships window. Here you define the relationship to ensure that a proper relationship is established before you attempt to create forms or reports that use fields from more than one table. This is particularly important in complex databases with many tables.

The most common type of relationship is the one-to-many relationship . In a one-to-many relationship, a record in one table may be related to many records in another table. In the Armstrong database, each contractor has been assigned many orders. In other words, each ContractorNo appears once in the Contractors table, but may appear multiple times in the related Orders table.

A one-to-one relationship exists between two tables when a record in one table is related to a single record in a second table. This is most often used when data is placed in a separate table because access to the information is restricted.

In this lesson, you use the Relationships window to create a one-to-many relationship between the two tables in the Armstrong database.


To Create a Relationship

1. With the Armstrong database open, click the Database Tools tab, and in the Show/Hide group click the Relationships button. The Relationships window opens and the Show Table dialog box displays as shown in Figure 11.12. The Show Table dialog box is used to add field list boxes to the Relationships window. The Relationship Tools Design tab displays in the Ribbon.

I f you have problems...

If the Show Table dialog box does not open on your screen click the Show Table button in the Relationships group on the Relationship Tools Design tab.

2. With the Contractors table already selected, hold down C and click Orders. Click Add in the Show Table dialog box, and then close the Show Table dialog box. Table field lists are added to the Relationship window. To make it easier to see all of the fields listed, you can expand the field list boxes by dragging the lower edge of the box.

3. Move the mouse pointer to the lower edge of the Contractors f ield list box until you see a two-headed arrow, drag down to expand the field list box so you can see all the fields.

4. In the same manner expand the Orders f ield list box until you see all of the fields. ContractorID is in both field list boxes. In the Contractors

FIGURE 11.12

Relationship Tools Design tab

Relationship window

Show Table button

Tables display in the Show Table dialog box


table, the primary key indicator displays next to the field name. In the Orders table, ContractorID does not display the primary key indicator because here it is not the primary key field; rather it was included for the purpose of creating a join, or relationship with the Contractors table. A field used for this purpose is known as the foreign key field—the common field that is used to join with a primary key field in another table.

5. In the Contractors field list, drag the ContractorID f ield from the Contractors table and drop it on the ContractorID f ield in the Orders table. The Edit Relationships dialog box displays as shown in Figure 11.13. Access determines that this is a one-to-many relationship because the ContractorID field used to create the join is a primary key field in only one of the two tables.

6. Click the Enforce Referential Integrity check box to select it . Enforcing referential integrity helps you maintain the integrity of your database. It prevents you from assigning an order to a nonexistent contractor. It also means that you cannot drop a contractor from your database until all of their assigned installations are reassigned to other contractors.

7. Click Create. The dialog box closes and a join line displays, as shown in Figure 11.14. The number 1 shows next to the one side of the relationship and the infinity symbol, � , shows next to the many side of the relationship. These symbols indicate that referential integrity is enforced.

FIGURE 11.13

Primary table displays on the left

Related table displays on the right

Relationship identified


8. Close the Relationships window; choose Yes when you are prompted to save the changes to the layout. Leave the Armstrong database open for the next lesson.


REQUIREMENTS FOR CREATING RELATIONSHIPS

To create a relationship between two fields, not only must the fields contain the same data, but they must also use the same data type. It is not necessary, however, that related fields have the same name. If the primary field is an AutoNumber data type, the related field must use the Number data type with the Field Size property set to long integer to match the format of the AutoNumber data type.

LESSON 4: Adding and Delet ing Records

Data can be entered into the database in three different ways: it can be imported from another source, it can be captured from a Web site, or it can be entered using the keyboard. With customized databases, this last method is the most common. Records can be entered directly into a table or by using an Access form based on the table. You can also delete records using either an Access form or directly in the table.

In this lesson, you enter data directly into the Orders table and then delete a record from the Contractors table.

FIGURE 11.14

One side of relationship

Many side of relationship

Join line


To Add and Delete Records

1. On the Navigation Pane, double-click the Orders table, and then click the Maximize button on the Orders title bar. The table datasheet fills the window. The field names display across the top of the table, but no data has been entered yet. The first field is an AutoNumber field, which means that the program will assign a sequential number as soon as anything is entered into any fields in the first row. The second field shows the current date because the default value property was set to display the current date for this field.

2. Press F to move to the Date field; type 05122005 and press F. A new date is entered, 1 appears in the OrderNo field and the insertion point moves to the CustomerNo field. You did not have to type the slashes in the date field because of the short date input mask property that was added to this field. The F key is used to move across a row between fields. To move back a field, press S + F . Notice that a pencil icon displays in the record selector box, which indicates that this record is being edited.

3. Type t-241 in the CustomerNo field box and then press F; type 15x30 pool, press F, type 3500 and press F. Data is entered in the next three fields. Notice that the t in the CustomerNo field is automatically changed to an uppercase letter and that the amount in the currency field displays with a dollar sign and two decimals. These changes are the result of the format property (>) set for the CustomerNo field and the data type (currency) set for the Amount field.

4. Press s . A check mark is added to the box in the Installation field. Using the spacebar is a quick way to choose Yes for this field. If you skip over this field and leave it blank, it is interpreted as No. You can also click the box to select Yes.

5. Press F , type oh-3, press F, type 05242005. The first record is added to the Orders table as shown in Figure 11.15. Notice that the ContractorID data changes to uppercase letters and slashes display between the month, day, and year in the InstallationDate field. Again, these formatting changes are the result of the format property (>) set for the ContractorID field and the input mask set for the InstallationDate field.

FIGURE 11.15

AutoNumber of first record

Pencil icon indicates record is being edited

New record button

New record button

Record entered in first row


6. Click the New (blank) record button on the Navigation bar. The insertion point moves to the first field in next row in the table. There is a New Record button on the navigation bar and on the Home tab, in the Records group (refer to Figure 11.15). In this case, you could also have simply pressed R to move from the first row of the table to the empty row in order to add a new record. Records are added or updated to the database as soon as you move the insertion point off the record that you are editing. So, in this example, the act of clicking the New Record button also caused the first record to be recorded in the table.

7. Press F to move to the Date field, and follow the same procedure to enter the next four records shown in the table below.

OrderNo Date CustomerNo Description Amount Installation ContractorID InstallationDate 2 05/12/2005 C-182 8 person spa $4,000.00 Yes OH-2 05/22/2005 3 05/13/2005 C-183 12x24 pool $1,695.00 Yes OH-2 05/25/2005 4 05/13/2005 Y-675 4 person spa $2,300.00 No 5 05/14/2005 S-737 15x24 pool $2,450.00 Yes MI-1 05/28/2005

Records are automatically saved as soon as you move to the next record. When you close the Orders table, the last record you entered is saved. In Access, you do not have to specifically save records; they are saved as soon as you close the table, move to another record, or change views. If you want to specifically save a record, on the Home tab, in the Records group you can click, Save, or press S + R. Compare your results with Figure 11. 16.

8. Click the Office button, point to Print and then in the submenu click Print Preview. On the Print Preview tab, in the Page Layout group click the Landscape button. The Print Preview tab is used to control the margins and the orientation of the page. These setting have to be chosen each time you want to print. Notice that the name of the table and the date display in the header, and the page number display in the footer area. These are automatically set by Access. The name of the table is the only portion of the header and footer area that you can control.

9. On the Print Preview tab, in the Print group, click Print and then click OK.

10. Close the Print Preview window. On the right end of the Tab bar, click the Close Window button to close the Orders table.

FIGURE 11.16

Four more records added


11. Open the Contractors table. Click the record selector box to the left of the sixth record, Hatfield's . The record is selected.

12. On the Table Tools Datasheet tab, in the Records group, click the Delete button. A warning box displays advising you that if you delete this record you will not be able to undo the operation as shown in Figure 11.17.

13. Click Yes. On the right end of the Tab bar, click the close button to close the Contractors table. The record is removed from the table and only the Navigation Pane displays the two tables for this database. Leave the Armstrong database open for the next lesson.


EDITING RECORDS

Records in Access are edited using the same techniques as you use to edit text in other Microsoft Office applications. Press B to remove characters to the left, or press X to remove characters to the right. If you need to return to the previous field, hold down S and then press F. While you hold down the S key, you can continue to press F to move backward through the fields. You can also click to place the insertion point in a field, and then drag to select the text you want to replace. If you start to make a change and want to undo it, press E before you leave the field, and the original data will display. 2can be used like a toggle button to select the entire field or move the insertion point to the end of the field.

LESSON 5: Creating a Form Using the Form Wizard

Forms are used to enter data and to view records, usually one at a time. With a form, more fields can be displayed on the screen at a time than when you view records in a table datasheet. You can create an AutoForm , which displays all the fields of a table in a column form layout. The Forms Wizard enables you to customize a form. With the Form

FIGURE 11.17

The record for OH-1 Hatfield is removed from the table

Message box warns that this change will be permanent


Wizard you can list fields in an order that is different from the table, include only the fields you need, select the layout, and apply a design.

In this lesson, you use the Form Wizard to create a customized form based on the Contractors table.

To Create a Form Using the Form Wizard

1. With the Armstrong database open, in the Navigation Pane, click the Objects List arrow and then click Forms. Forms displays as the active object and no forms are shown for this database.

2. On the Ribbon click the Create tab. In the Forms group, click More Forms and then click Form Wizard. The first Form Wizard dialog box displays. Here you select the table or query you want to use for your form and the fields to include. The order in which you select the fields determines the order the fields will be displayed on the form. The Contractors table displays in the Tables/Queries box and the fields from that table are listed in the Available Fields box as shown in Figure 11.18.

3. Click the Move All Fields arrow to place all of the fields from the Contractors table in the Selected Fields box, and then click Next. The second Form Wizard dialog box prompts you to choose a layout for the form.

4. Choose Columnar, if necessary. This will display each record in a columnar format, as shown in the preview at the left side of the dialog box.

5. Click Next, and then click Office for the style. The third Form Wizard dialog box is used to select a background style for the form. A preview of the selected style displays on the left side of the dialog box.

6. Click Next and type Contractors Form. In the fourth (and final) Form Wizard dialog box you name the form.

FIGURE 11.18

Fields in the contractor table

Selected Fields box

Selected table

Move arrow

Move All fields arrow


7. Be sure that the Open the form to view or enter information option button is selected and then click Finish. The completed form is saved and displays the first record from the Contractors table as shown in Figure 11.19.

8. In the first record for ContactorID IN-1 , select Marci White in the Contact Name field and type your name. This replaces the contact person for REC Services in the Contractors table.

9. On the Home tab, in the Views group cl ick the View button arrow and then click Design View. The Form Design view displays as shown in Figure 11.20. Here you can change the layout of the form by moving the controls, resize or add controls, or change the design that you selected. A control is any graphical object on a form or a report that is used to display data, perform an action, or make a form or report easier to read. The Form Design Tools contextual tabs—Design and Arrange—are available in the Ribbon. The tools shown here are used to work with the design, format and layout of forms. Similar tools are available when you work with a report design.

FIGURE 11.19


10. On the Contractors Form title bar, click the Close button to close the form. The form closes and the Contractors Form is listed on the Navigation Pane.

LESSON 6: Creating a Report Using the Report Wizard

Printed reports are useful for sharing data in a meeting, or to show information at a point in time. Reports can also be used onscreen to summarize, group, and list data from selected fields. A report gives you the flexibility to print the records and fields you select. You can also sort and group the records in a number of different ways. The Access Report Wizard helps you create a customized report that includes the fields you want, grouped and sorted in the manner you select. Reports, like forms, can be modified once they have been created.

In this task, you create a contact list report based on the Contractors table. It will be grouped by state and sorted by the contractors' names

To Create a Report Using the Report Wizard

1. With the Armstrong database open, in the Navigation Pane, click the Objects List arrow and then click Reports. No reports are listed for this database.

2. Click the Create tab. In the Reports group, click the Report Wizard button. The first page in the Report Wizard opens and the Contractors table displays in the Tables/Queries box with its fields displayed in the Available Fields list box. Using the Report Wizard is similar to using the Form Wizard. You select the fields you want to include and then add them to the Selected Fields box.

3. Double-click on each of the fol lowing f ields to add them to the Selected Fields box: ContractorName, ContactName, StateOrProvince, PhoneNumber, FaxNumber . Five fields move to the

FIGURE 11.20

Controls that display labels

Controls that display data

Form Design Tools tabs


Selected Fields box as shown in Figure 11.21. A field is moved by double-clicking on the desired field or by selecting the field and clicking the Move arrow.

4. Click Next. In the box on the left of the screen, click the

StateOrProvince f ield and then click the Move arrow. The second Report Wizard dialog box is used to group data. This report will be grouped by the StateOrProvince field. This mean that all of the records for the same state or province will be displayed together as a group with the specific state or province name displayed as a heading at the beginning of those records and the other fields listed underneath, as shown in Figure 11.22. In a report, you may want to organize records by one or more fields.

FIGURE 11.21

Contractors table selected

Fields added

FIGURE 11.22

Field names entered

Records grouped by StateOrProvince

Other fields include in report


5. Click Next; in the third Report Wizard dialog box click the list arrow at the right end of box 1 and select ContractorName . You can sort the data in a report on up to four fields. The button to the right of the sort box indicates the sort order is ascending—A to Z. Clicking this button would change the sort order to descending—Z to A.

6. Cl ick Next; in the fourth Report Wizard dialog box select the Stepped layout and the Portrait orientat ion, i f necessary. This dialog box is used to select the report’s layout and orientation—portrait or landscape.

7. Click Next; in the fifth Report Wizard dialog box choose Office for the report design. The design you selected is shown in the preview area.

8. Click Next; in the sixth and final Report Wizard dialog box type Contact List as the report name.

9. Click Finish. On the Quick Access toolbar click the Save button to save the report. The Contract List report displays in Print Preview as shown in Figure 11.23.

10. On the Print Preview tab, in the Print group click the Print button and then click OK. Close the Contact List report. On the Contract List title bar, click the Close button.

11. Click the Office button and then click Close Database. Close Access.

SUMMARY

In this project, you were introduced to Access, the Microsoft Office relational database program that manages collections of related data. You learned the function of the four main objects in Access: tables that store the data; queries, which are used to sort, search, and limit the data; forms, which are used to enter or edit records; and reports, which summarize information in a meaningful manner. You examined the manner in which data

FIGURE 11.23

Report is grouped by StateOrProvince field

Records sorted by Contractor under each state


is displayed in each of these four objects and then looked at the Design view of tables and queries. You created a table in Design view, created a relationship between two tables, and added records. You then created a form and a report using Access wizards.

KEY TERMS AutoForm Controls data type database Datasheet view Design view field field list foreign key field Form view forms join macros

Microsoft Visual Basic for Applications (VBA) modules Navigation Pane Object Linking and Embedding (OLE) objects one-to-many relationship one-to-one relationship

pages primary key field properties queries records referential integrity relational database relationship reports tables

CHECKING CONCEPTS AND TERMS

SCREEN ID Label each element of the screen shown in Figure 11.24.

FIGURE 11.24

1

2

3 4

5

6 7

8

9

10


_____ A. Delete record _____ B. Field name _____ C. Navigation bar _____ D. Navigation

Pane

_____ E. Next Record button

_____ F. New Record button

_____ G. Record

_____ H. Select record box

_____ I. Shutter Bar Open/Close

_____ J. Switch to Design View

MULTIPLE CHOICE Circle the letter of the correct answer for each of the following.

1. Records in an Access database are stored in _______________ .[L1]

a. forms b. reports c. tables d. All of the above

2. When you create a form with the Form Wizard you can ______________. [L5]

a. control the order of the fields you want to include

b. select a design c. select a layout d. All of the above

3. To move from right to left in a Datasheet view of a table press _________________. [L4]

a. l b. S + F c. F d. R

4. The most common type of relationship in Access is __________________.[L3]

a. one-to-many b. many-to-many c. one-to-one d. many-to-one

5. Forms are used primarily to ____________________.[L1],[L5]

a. view all the records at once b. enter or edit records c. store records d. sort records

6. Reports are used primarily to _________________.[L1],[L6]

a. store records b. sort records c. organize and present

information d. edit records

7. When creating an Access table, the default data type is ______________.[L2]

a. text b. AutoNumber c. memo d. number

8. To delete a record from a table, click the record selector box to the left of the record and then _________________. [L3],

a. press X b. press E c. click the Delete record button d. a and c but not b


9. To format a Date/Time field to automatically display slashes to separate month, day, and year set the _____________________ property. [L2]

a. Field Size b. Format c. Input Mask d. Required

10. To create a relationship between two tables both tables must_____________.[L3]

a. have a field in common b. use the same name for their

common field c. sort records in the same order d. All of the above

DISCUSSION

1. Discuss the purpose of each of the four main database objects: tables, queries, forms, and reports. Include in your discussion an example that illustrates how each of these objects is used. [L1]—[L2],[L5],[L6]

2. In a group, make a list of the databases in which your name is likely to appear. Consider your activities, where you live, how you pay your bills, your mode of transportation. Thinking about all of these databases, describe the communication you receive from these databases and how those documents compare to database reports. [L1], [L6]

3. States issue licenses to cars and drivers. List databases needed to track this kind of information. Consider insurance records for cars. List the fields that would be needed to track data related to car insurance. [L1]—[L2]

SKILL DRILL

Skill Drill exercises reinforce project skills. Each skill reinforced is the same, or nearly the same, as a skill presented in the project. Detailed instructions are provided in a step-by-step format.

Work through Skill Drill exercise 1 and 2, and then you may complete the remaining Skill Drill exercises in any order. All of these exercises can be completed with Microsoft Office XP or later versions. Instructions throughout the exercises are based on the Windows XP operating system, running Microsoft Office 2007.

1. Exploring a Database Table and Changing Field Properties

Armstrong Pool, Spa, and Sauna Company needs to set up a database to track the inventory of the pool parts that they stock for their stores. The database has been started and the Suppliers table has already been created. You will open the database and create copy to use. You will examine the existing Suppliers table and change the field size property for some fields.


1. Open AC_1103 from the Student folder. From the Office button, point to Save As and then click Office 2002-2003. In the File name type Armstrong Suppliers, and then navigate to the folder where you are saving your files. Click Save.

2. On the Security Warning bar click the Options button and then click Enable this content and click OK.

3. In the Navigation Pane, under Tables, double-click the Suppliers table. Four records are displayed.

4. On the Home tab, in the Views group, click the View button. 5. Note that SuppliersID is the primary key field and it has an AutoNumber data

type. All of the other fields are text data types. 6. Click on each field, examine the properties, and then change the Field Size

property as shown below:

Field Field Size

ContactName 30

Address 50

City 20

State 2

PostalCode 5

Phone 20

PaymentTerms 10

7. Click Save on the Quick Access toolbar and click Yes in the warning box.

8. Close the table, but leave the Armstrong Suppliers database open to continue with the next Skill Drill exercise.

2. Creating a Table Using Design View and Adding Records

A table to track the parts that are stocked by Armstrong, Pool, Spa, and Sauna Company needs to be added to the Armstrong Suppliers database, and records need to be added.

1. With the Armstrong Suppliers database open, click the Create tab, and in the Tables group click the Table Design button.

2. Type the field names, set the data type, type the description, and set the field size property as shown below:


FIELD NAME DATA TYPE DESCRIPTION FIELD

SIZE

PartName Text Name of the part as shown in the manual

20

PartNumber Text Manufacturer's part number

12

Description Text

Cost Currency Wholesale cost

Price Currency Retail price in stores

Stock Number Quantity in the warehouse

3. Select the PartNumber field and on the Table Tools Design tab, in the Tools group, click the Primary Key button to set this field as the primary key.

4. On the Quick Access toolbar, click the Save button and name the table as Pool Parts Inventory and click OK.

5. In the Views group, click the View button to move to Datasheet view.

6. Enter the following five records in this table.

PARTNAME PARTNUMBER DESCRIPTION COST PRICE STOCK

6' Top Rail 1833X06TR Curved top rail

$12.50 $25.00 31

12' Top Rail 1833X12TR-S

Straight top rail

$22.00 $48.00 15

Flat Liner 1833X04L 4' Flat 18x33 liner

$120.00 $480.00 4

Hopper Liner 1833X04-09L

4' to 9' 18x33 liner

$150.00 $675.00 3

18x33 Wall 1833X04W Aluminum 18x33 wall

$450.00 $1,050.00 2

7. Close the Pool Parts Inventory table.

8. Open the Suppliers table. Click the record selector box next to SuppliersID 1 and then press X to delete this record. In the warning box click Yes to confirm that you want to delete the first record. Close the table. Leave the Armstrong_Suppliers database open to complete the remaining exercises.


3. Creating a Relationship

To create a relationship between tables, the tables must have a field in common, with one of the fields being a primary key. As they are currently created, the Suppliers table and the Pool Parts Inventory table do not have any fields in common. You will add the SuppliersID field to the Pool Parts Inventory table and then create a one-to-many relationship.

1. Open the Armstrong_Suppliers database if necessary.

2. Open the Pool Parts Inventory table and then on the Home tab, in the Views group click the View button.

3. Click in the next empty Field Name box, type SuppliersID, choose Number as the data type and then press R. Notice that Long Integer is the default Field Size property. This is necessary to create a join with the primary key field, SuppliersID, in the Suppliers table where this field is an AutoNumber data type.

4. Click the View button, and then click Yes when prompted to save the changes.

5. In the SuppliersID column, enter the following numbers for the 5 records: 2, 2, 4,3,3. Hint: Use the bto move to each subsequent record.

6. Close the Pool Parts Inventory table. Click the Database Tools tab, and in the Show/Hide group click the Relationships button.

7. In the Show Table dialog box, click Add, and then click the Suppliers table and click Add. Close the Show Table dialog box. The field lists for both tables are added to the Relationships window.

8. Drag the bottom of each field list box to expand the boxes until you can see all of the field names.

9. Drag the SuppliersID field from the Suppliers field list and drop it on the SuppliersID field in the Pool Parts Inventory field list.

10. In the Edit Relationships dialog box, click Enforce Referential Integrity and then click Create.

11. Close the Relationships window and then click Yes when prompted to save the changes.

4. Creating a Form

Next you will create a form to add new suppliers to the database.

1. With the Armstrong Suppliers database open, click the Object list arrow on the Navigation Pane, and then click Forms.

2. Click the Create tab, and in the Forms group click More Forms and then click Form Wizard.


3. If necessary, click the Tables/Query list arrow and select Table: Suppliers from the displayed list. Add all the fields, in the order they appear, to the Selected Fields box.

4. Scroll to the top of the list in the Selected Fields box, click the SuppliersID field and then click the Remove arrow to return this field to the Available Fields list.

5. Click Next. Choose the Columnar layout.

6. Click Next. Choose the Trek style.

7. Click Next and name the form Suppliers Form.

8. Click Finish.

9. Click the New Record button on the Navigation bar and enter the following record using the form you just created. Be sure to enter your name for the Contact Name:

Distributor Contact Name

Address City State Postal Code

Phone Payment Terms

Bluewater Spa Co.

Student Name

1200 Eisenhower

Troy MI 48098 (313) 555-1021

30 Day

10. Close the form.

5. Creating a Report

This database will also need an inventory report, so you can see how much inventory is in stock at any one time. In this Skill Drill exercise you create a report based on the Pool Parts Inventory table.

1. With the Armstrong Suppliers database open, click the Create tab, and in the Reports group, click Report Wizard.

2. Select Table: Pool Parts Inventory in the Tables/Queries list box. Add all of the fields to the Selected Fields box except SuppliersID, and then click Next.

3. In the second dialog box, do not add any grouping levels. Click Next.

4. In the third dialog box, sort in ascending order by Part Name. Click Next.

5. In the fourth dialog box, select a Tabular report printed in the Portrait orientation. If Tabular is not available, click Stepped. Click Next.

6. In the fifth dialog box, select the Trek style. Click Next.

7. In the last dialog box, name the report Inventory Report. Click Finish.

8. Print the results (optional). Close the report. Close the database.


CHALLENGE

Challenge exercises expand on or are somewhat related to skills presented in the lessons. Each exercise provides a brief narrative introduction, followed by instructions in a numbered-step format that are not as detailed as those in the Skill Drill section. The Challenge exercises are independent and can be completed in any order.

1. Creating a Database and Creating a Table Using the Table Wizard You have created a table in Design view in an existing database, and forms and reports using a wizard. Tables can also be created using a wizard that enables you to pick fields for different types of tables. The Alumni Travel Club wants to create a database to track members and trips that are offered. With your newfound Microsoft Office Access skills you offer to create the database and set up a members table.

1. Start Microsoft Office Access. On the Getting Started with Microsoft Office Access window, under New Blank Database click Blank database.

2. On the right side in the File Name box type Travel Club and then click the Browse button and navigate to the folder where you are saving your student work and click OK. Then click Create. A blank table datasheet displays. You can create a table by entering data in the Add New Field box. You can also name the fields in the Datasheet view.

3. The Add New Field box is active. On the Table Tools Datasheet tab, in the Fields & Columns group click Rename to make the Field Name area active. Type Title and then press R. The first field name is added and the next field name box becomes active.

4. Continue in this manner to add field names to this table as follows: FirstName, LastName, BillingAddress, City, StateOrProvince, PostalCode, PhoneNumber, EmailAddress.

5. On the Quick Access toolbar click the Save button and name this table Customers.

6. Click the View button and examine the design of the table and the data type fields that have been selected.

7. Click the FirstName field. Click the Field Size property and change the field size to 5. Click each of the other fields and change the field sizes as follows: FirstName, LastName, and City to 20, BillingAddress and EmailAddress to 50, StateOrProvince to 3, PostalCode and PhoneNumber to 15.

8. Save the changes, click the View button, and add your name, address, and other information to this table to test it.

9. Close the table and close the Travel Club database.


2. Examining a Database Table, Importing Data from Excel, Creating a Relationship

Database records that have been entered in an Excel worksheet can be imported into a Microsoft Office Access database. The Alumni Travel club has tracked information about the payments received from its members for upcoming trips. They want to add this information to the new database you are helping to create. Rather than reentering all of the records, you will use the Import command to bring these records into the Alumni Travel Club database.

1. Open AC_1104. Save this file in your folder with the name Alumni Travel Club. Enable the content.

2. Open the Members table and examine the fields used in this table. Change to the Design view and identify the primary key for this table. Close the table.

3. On the Ribbon click the External Data tab. In the Import group click Excel. The Get External Data – Excel Spreadsheet dialog box opens.

4. In the displayed dialog box, click the Browse button and navigate the student folder for this project, and select AC_1105, which is a Microsoft Office Excel file. Click Open.

5. In the Get External Data – Excel Spreadsheet dialog box, be sure Import the source data into a new table in the current database is selected and then click OK.

6. The Import Spreadsheet Wizard dialog box displays. Be sure the Show Worksheets option button is selected and Transactions displays in the box to the right, and then click Next .

7. In the next Import Spreadsheet Wizard dialog box, verify that the First Row Contains Column Headings is checked, and then click Next. No changes are required in the fourth step, so click Next again.

8. In the fifth dialog box, click Choose my own primary key, and make sure that Transaction # is displayed in the list box.

9. Click Next. In the last dialog box, make sure Transactions displays in the Import to Table box. Click Finish and then click Close.

10. Open the Transactions table, examine the data, and then close the table.

11. On the Database Tools tab, click the Relationships button. Add both tables, and expand the field list boxes. Create a one-to-many relationship based on the Member ID field with referential integrity enforced.

12. On the Relationship Tools Design tab, in the Tools group, click Relationship Report to create a relationships report and then print it (optional). On the Quick Access toolbar click the Save and save the relationships report with the default name. Close the report, the Relationships window, and then close the Alumni Travel Club database.

3. Creating an AutoForm and an AutoReport

A friend has recorded data about geographic features in an Access database. You offer to show him how to create a form to make data entry easier, and how to create a simple report.


1. Open AC_1106. Save this file in your folder with the name Alaska, and then enable the content. This database has one table named Geography.

2. In the Navigation Pane, click the Geography table to select it, but do not open it. On the Create tab, in the Forms group click the Form button. A form is created and displays on your screen.

3. Save the form with the name Geography Input. View the form and click the record selector bar to the left of the data. From the Office menu, click Print. In the displayed Print dialog box, choose Selected Record(s), and then click OK to print 1 record (optional). Close the Form.

4. With the Geography table still selected, on the Create tab, in the Reports group click the Report button. A report is created and displays on your screen. Examine the report and notice the placement of fields

5. Click the Report Layout Tools Page Setup tab, and in the Page Layout group click Landscape. Then click the Size button and change the size to Legal 8.5" x 14"

6. View the report again to see that the width of the data for each record prints across one page. Save the report with the name Geography. Close the report and close the Alaska database.

DISCOVERY ZONE

Discovery Zone exercises require advanced knowledge of topics presented in Essentials lessons, application of skills from multiple lessons, or self-directed learning of new skills. Each exercise is independent of the others, so you may complete the exercises in any order.

1. Using the Database Wizard to Create a Database While you will probably create most of your databases from scratch, or use one that someone else has created, you can gain insight into the organization of complex databases by looking at a database created with a template. Microsoft Office Access offers a number of database templates that can be helpful in designing a database, especially if you are uncertain of all of the fields you might need to consider.

To create a database to manage the trips sponsored by the Alumni Travel Club by using one of the Microsoft Office Access templates, follow these steps:

1. Start Microsoft Office Access. On the Getting Started with Microsoft Office Access window, under Featured Online Templates click Events. On the right, in the File Name box type Trips. Click the Browse button and navigate to the folder where you are saving your files, and then click OK.

2. Click Download. Review the information in the Access Help window about using the Events template, and then close the Access Help window.


3. Enable the content. The Navigation Pane is collapsed to reduce the amount of space that it uses. At the top of the Navigation Pane, click the Shutter Bar Open/Close Button to expand the Navigation Pane.

4. At the top of the Events Navigation bar, click the list arrow and notice that Events Navigation is selected. Click Object Type to display all of the objects that have been created for this database.

5. Open different objects to see how they look. No data has been entered in this database, so only the form layout and fields display.

6. In the Navigation Pane, under Forms double-click Events Detail to display this form. Enter information about a trip you would like to take. Use the calendar buttons to help you select dates. Click Save and New when you are done, and then close the form.

7. In the Navigation Pane, under Tables, double-click Events to see that the information you enter has been added to this table. Close the table.

8. Under Reports, open the Events Detail report to see the data you entered displayed in a report.

9. Close all of the objects that you opened and then close the database.

2. Using Help to Understand Database Design Good database design is the key to success. The phrase "garbage in, garbage out" was coined in reference to databases—meaning that a database is only as useful as the integrity and accuracy of the data that has been entered. Making sure you have a useful database starts with the design process.

In this Discovery Zone exercise you will examine the design tips that are provided by Microsoft Office Access Help.

1. Start Microsoft Office Access. Click the Help button, and in the Search box type designing databases. Press R.

2. Click Database design basics from the topics listed. The information that is displayed includes several related topics that are collapsed. Click the first topic listed—Some database terms to know—and all of the topics will expand.

3. If you prefer, click the Print button in the Help window and read the printout on this topic.

4. Write a list of 10 questions that should be asked when gathering information about any new database. Turn in the list to your instructor.

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