Access 2003 for IGCSE ICT

Copyright 2009 Steve Copley

www.igcseict.info

This work is licensed under the Creative Commons Attribution Non-Commercial 3.0 License

To view a copy of this license, visithttp://creativecommons.org/licenses/by-nc/3.0/

Access 2003

1 Getting Data Into Your Database

1.1 Creating a Blank Database 4

1.2 Importing a CSV File 6

1.3 Fixing data in Yes/No Fields that are shown as 0 and -1 10

1.4 Showing Evidence of Your Import 12

2 Creating Queries

2.1 Creating a Simple Query 16

2.2 Query Criteria for Text Fields 19

2.3 Query Criteria for Numeric Fields 23

2.4 Query Criteria for Boolean Fields 26

2.5 Query Criteria for Date Fields 27

2.6 Adding a Calculated Field to a Query 29

2.7 Creating a Summary Query 31

3 Creating Reports

3.1 Creating a Report 34

3.2 Adding a Summary Field to a Report 42

3.3 Creating Labels 46

Getting Data IntoYour Database

Access 2003 - 3 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating a Blank Database

This lesson will show you how to create a new, blank database ready to add data to

1. Create a New File

Click the File menu and then New...

2. Chose the Database Type

Select Blank Database... from the list of options


3. Name and Save Your New Database

Navigate to the folder that you want to save yourdatabase in, type in a sensible name and click Create

4. Finished!

Your new database is now ready for use


Importing a CSV File

This lesson will show you how to import data from a CSV file into your new database

Start the import wizard

In the Tables section of your database, click Newand then select Import Table

Go to the CSV file folder

The CSV file may not be visible because, bydefault, Access is looking for Access files only

Change the file type

If you change the file type to Text Files, the CSVfile should now be visible


First step of the import wizard

A CSV file is a Delimited file, so no changes here- just click Next

Second step of the import wizard

Your CSV file probably has a first row containingfield names - Tick this box.

Also, to make sure the fields have the correct datatype, click Advanced

Advanced settings

Check that the Data Types are set correctly

Make sure that all fields have Indexed set to No

If any of the fields contain dates, make sure thatthe Date Order matches the data


Third step of the import wizard

You want to put the data in a New Table - justclick Next

Forth step of the import wizard

No changes are needed here (you set all this inthe Advanced settings) - just clcik Next

Fifth step of the import wizard

For a simple database with just one table, youwon't need a primary key

Select No Primary Key and click Next


Final step of the import wizard

Give your new table a name, and clcik Finish

Success!

You should see this message if everything wentok.

Your new table

If you get an error message, or you have , throwyour new table away, run the the wizard again,and follow every step carefully

Open it up and check it looks ok


Fixing data in Yes/No Fields that are shown as 0 and -1

When you import data as boolean (Yes/No) from a CSV file, Access shows the data values as-1 and 0. This is correct (-1 means Yes and 0 means No) but it looks wrong.

This lesson will show you how to change the format of the data so that you can see 'Yes' and'No'

The problem: Yes is shown as -1, No is shown as 0

Open the table - you should see the Yes/No data displayed as-1 and 0

Go to Design View

Click the View button to enter the table design view


Change the format of the Yes/No (Boolean) field

Clcik the Yes/No data field, then select Yes/No forthe Format menu at the bottom of the window

Back to data view

Click the View button again to go back to the table data view

Check everything looks ok

Your Yes/No data should now be shown as Yes and No


Showing Evidence of Your Import

You need to prove tothe examiner that you have imported the CSV data using the correct datatypes.

This lesson will show you how to take and print a screenshot to prove the import was correct.

Open the table in design view

Click the table to highlight it, then click Design

Take a screenshot of the table's design view

Press the Print Screen key on your keyboard(often labeled PrtScr, PrntScr, or somethingsimilar)


Paste the screenshot into a word-processor document

Paste the screenshot and add your name anddetails below

Select the screenshot to see the Picture Toolbar

Click the screenshot and the Picture Toolbarshould appear (if not, right-click and Show picturetoolbar)

Select the crop tool

Crop the screenshot

You only need to show the field names and datatypes, so crop off the rest of the screenshot


Resize the remaining screenshot

Turn off the crop tool then resize the remainingpart of the screenshot so that the writing is clear toread

You can now print the document


Creating Queries


Creating a Simple Query

Create a new query

Go to the Queries section and click New

Select Design View

Although the wizard is sometimes quicker to use,it can't always do what we need - stick to DesignView

Add in the table

Click the Add button to add the table into thequery builder


Select the fields you need

Double-click each of the fields that you need -you will see them added to the query builder grid

(If you add a field by mistake, click the grey barabove the field to highlight it and then press theDelete key)

Add the required criteria for each field

Enter the criteria specified for each field.

Criteria on the same row, all have to match (AND)Criteria on different rows, any can match (OR)

Hide fields that are not required to be shown

Untick the Show boxes for those fields that arepart of the query, but should not be shown

Sort the data

Select Ascending or Descending sorting for therequired fields.

Note: Sorting is applied from left-to-right (so herethe Countries will be sorted first, and then theDates within each country)

Run the query

Click the View button to go to the data view andrun the query


Check the results

Look at your query's results - do they seem correct?

Go back to design view to make any changes

Click the View button again to go back to thequery builder's design view

Close and save the query

Clcik the red cross to close the query and to saveit

Give the query a name (e.g. Q37 if it is part of Question 37)

Finished!


Query Criteria for Text Fields

Queries work because you set the criteria for the records that you want to find.

This lesson will show you a range of criteria that can be used with text fields.

Find a specific word

Just type the word(s) in. Access will add speechmarks around the word(s) if you don't

Only records with the Country 'France' are shown

Find one of several possibilities

A number of alternatives can be specified byadding them to different rows

Records with the Country set to either 'France' or'Germany' are shown


Find several different criteria

Criteria can be added to more than one field.

Note: When criteria are on the same row, bothcriteria have to match (e.g. 'France' AND 'Paris')

Only records where Country is 'France' AND Cityis 'Paris' are shown

Text starts with...

The symbol * represents 'anything'

So the criteria M* means that the data must beginwith the letter M, but the rest of the text can beanything

Note: Access converts M* to the correct crieria:Like "M*" (you do not need to type 'Like...' yourself)

Only records with City beginning with 'M' are shown

Text ends with...

The criteria *S means that any text will bematched as long as the last letter is S


Only records with City ending in 'S' are shown

Text contains...

The criteria *AN* means that the text can startwith anything, and end with anything, as longas the letters AN are in the text somewhere

Only records with Country containing the letters'AN' are shown

Word is exactly ... letters long

The symbol ? means any single letter

So the criteria "?????" means any word as long asit has exactly 5 letters (Note: You need to type thespeech markls around this criteria)

Only the records which have City with 5 letters areshown


Text is not blank

Since * means anything, using it as the criteria fora field will find those records which have non-blank fields

Records where Notes contain some text (notblank) are shown

Text is blank

The word Null means 'nothing'

Using Null as the criteria will find records whichhave blank fields

Records where the Notes field is blank (Null) areshown


Query Criteria for Numeric Fields


This lesson will show you a range of criteria that can be used with numeric fields.

Find a specific value

Just enter the number as the criteria

Only records where Quantity is exactly 50 areshown

Find data that is less than a value

Use the 'less than' symbol (<) before the number

Only records where Quantity is less than 50 areshown


Find data that is less than or equal to a value (... or under)

Use the 'less than' sign (<), followed by the'equals' sign (=) to make <=

Only records where the Quantity is 50 or less areshown

Find data that is higher than a value

Use the 'greater than' sign (>)

Only records where Quantity is over 50 are shown

Find numbers that are not equal to a value

Use the word Not before the value


Only records that have a Quantity that is not 50are shown

Find values in a range (from ... to ...)

Write 'Between' the lower value 'And' the uppervalue

Only records where the Quantity is between 10 and 20 are shown


Query Criteria for Boolean Fields


This lesson will show you a range of criteria that can be used with Boolean fields.

Find values that are Yes / True

Enter Yes as the criteria (without speech marks)

Only records that are Urgent are shown

Find values that are No / False

Enter No as the criteria

Only records that are not Urgent are shown


Query Criteria for Date Fields


This lesson will show you a range of criteria that can be used with date fields.

Find a specific date

Type the date as the criteria

Note: Access will add hash symbols around anydates that you type (you don't need to do thisyourself)

Only records with Date of exactly 01/01/09 areshown

Find dates after a given date

The 'greater than' sign (>) is placed before thedate

Only records with Dates after 01/03/09 are shown


Find dates before a given date

The 'less than' sign (<) is placed before the date

Only records with Dates before 01/03/09 areshown

Find dates in a given range

Type 'Between' the first date 'And' the last date

Only records with Dates between 01/03/09 and31/03/09 are shown


Adding a Calculated Field to a Query

New, calculated fields can be added to queries.

This lesson will show you how to add a new, calculated field

Type the calculation into a the query builder

Simply type in the field names and the operationrequired (+, -, *, /)

Calculation becomes an expression

Access will convert your calculation into astandard expression, called Expr1.

Access adds square brackets [ ] around each fieldname. You don't need to type these yourself unlessthe field name is more than one word, e.g.[Quantity Ordered]

Change the expression's name

Highlight Expr1 and change it to the required fieldname

The expression is now complete

Of course, you could just type this in directly!


Alter the field format if needed

Right-click the field name and select Properties

Choose the format required

Pick the required format and/or the decimalplaces

Run the query and check the results

Finished!


Creating a Summary Query

Summary queries are used to summarise the data from many records.

This lesson will show you how to create a summary query

Start with a normal query

Begin creating a query just as you normally would

Show the Totals row

Click the Totals button to show/hide the Total row

The Totals row is now visible

The Total row is what makes a summary querydifferent from a normal query

Add fields to the query

Notice that the Total row says Group By undereach new field


Choose the summarisation

Under the fields that you want to summarise, pick the how you wantthe data summarised: Sum, Avg, Min, Max, Count

In this example, the query will count the number of Items

Leave one field to Group By

One field only must have the Total row set to Group By - this is the field that you are using togroup the summary data

In this example, the data will be summarised byCountry: For each Country the query will show Item count and the sum of the Price

Run the query to see the summarised data

The ouput of the query will show the summariseddata.

In this example, you can see the data has been grouped by country.

(You can see that there are 13 items fromEngland, worth a total of £71.55)


Creating Reports


Creating a Report

Reports are used to present a collection of data, usually ready for printing.

This lesson will show you how to create a well-formatted report

Always start with a query

Your query will do all the hard work of getting thedata for your report together

Check that your query works

Does the data from your query look ok?

Check the correct records are shown, the correct fields are visible, and the data is sorted correctly

Create a new report

Go to the Reports section and click New


Start the Report Wizard

Select the Report Wizard and pick the query thatyou created

Step 1 of the Report Wizard - Select the fields

Your query has already chosen fields that youneed - you just need to put them into the report.

Move all of the fields to the Selected Fields boxusing the 'Move All' button

All fields are now in the report

Click Next


Step 2 of the Report Wizard - No Grouping required

Click Next

Step 3 of the Report Wizard - Select sorting options

Your query should have sorted your data, butsometimes you need to select the options here too

Step 4 of the Report Wizard - Chose the page orientation

Pick Portrait or Landscape and then click Next


Step 5 of the Report Wizard - Pick a style for the report

Select any style (they aren all ugly!) then click Next

Final step of the Report Wizard - Enter a title for the Report

The title you enter here will appear at the top ofthe finished report.

Click Finish


Preview your report

There are still a couple of things to do before youcan print the report...

Check the report closely for problems

Sometimes data or labels are truncated (cut off).

These need to be resized

Go to design view

Click the View button to go to the report designview


The report design view

Adjust the relevent labels and/or fields

The label (the top one) and the data field (the bottom one)can both be adjusted at the same time...

Click on one, hold down the Shift key, and click the second.

The label and field can now be resized / moved together

Make all labels and/or data fields visible

Check the report

All labels and data should be visible

Make room to add your name to the page footer

Make some room in the Page Footer by draggingthe bottom edge downwards


Select a new Label from the Toolbox

For simple items of text, a label is all that is needed.

If the Toolbox is not visible, click the View menu, then Toolbox

Write your name

Click and drag to create a label box, then typeyour name into the box

Note: Do not type your name into one of the textboxes that are already in the page footer (thedate and page number).

You can, however, delete these to make moreroom for your name label if you wish


Do a final check of the report

If everything is ok, print it!


Adding a Summary Field to a Report

It is quite common to want to see some kind of summary data at the bottom of a report: a total,an average, etc.

This lesson will show you how to add a summary field under a report data column

The Report Footer is the area just below the last record

Note: The Report Footer is totally seperate fromthe Page Footer

The Report Footer appears just once, at the endof the report (even if the report is 10 pages long)whereas the Page Footer appears on every page

The Report Footer is the perfect place to add summary fields, such as totals or averages

Open up the Report Footer

Drag down the bottom edge of the Report Footerto make room for the summary field


Select a new textbox from the Toolbox

You need to use a textbox for the summary since you will be typing in a formula.

Formulas do not work in labels, only in textboxes

Add the textbox under the column you wish to summarise

The textbox comes with its own label

Type the text for the label

The label text should indicate what the summaryfield contains

Type the formula into the textbox

The formula is similar to a spreadsheet formula:

=SUM( field ) to add up the field column=AVG( field ) to average the field column=MIN( field ) to find the smallest value=MAX( field ) to find the biggest value=COUNT( field ) to count the values


Alter the format of the summary field

Right-click, and select Properties

Select the format and/or decimal places


Preview the report to check the summary field is ok

Zoom in to check the field

Make sure that the label and data are visible, andthe formatting is correct


Creating Labels

The records from your database can be printed onto sheets of sticky labels

This lesson will show you how to create a label report

Note: just as with a normal report, you should always create a query first to collect the datayou need

Create a new report

Go to the Reports section, then click New

Select the Label Wizard

Select Label Wizard and pick the query that youcreated


Step 1 of the Label Wizard - Label page layout

Choose a layout that gives you the correct numberof labels across the page (side-by-side). Thenclick Next

(Stick to the first label in the Avery collection - thelabels are a good size)

Step 2 of the Label Wizard - Fonts

leave the font on its default settings. Just click Next

Step 3 of the Label Wizard - Layout the label

First add details such as headings and your name- simply click on the prototype label and type

Add in the fields in the required positions(normally one per line)

When the label has been designed, click Next


Step 4 of the Label Wizard - Sorting options

Your query should have set the sorting options,but you can do it here too. Click Next

Final step of the Label Wizard - Title

You can use any title - it never gets printed.

Click Finish

Preview your sheet of labels

Check the labels look ok, and that they fit on thepage


Adjust the label if needed

Go to the label design view to adjust any of thetext / fields.

Select a field and change the font / bold / alignment as needed

Final check

Preview the labels one last time.

If they look ok, print them


Access 2003 for IGCSE ICT

Documents

Transcript of Access 2003 for IGCSE ICT