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Lesson 18Managing and Reporting Database
Information
Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition
Morrison / Wells
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Objectives
Create a form. Enter and edit data in a form. Sort data in Datasheet view. Find and replace data in Datasheet view. Create a query. Create and print a report. Create mailing labels.
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Vocabulary
form query report
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Introduction
Access has features that help you work with larger databases.
These features help you enter the data, order the data, find the data, and summarize and report the data.
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CLASSROOM ACTIVITIES
Why are large databases more difficult to manage?
Brainstorm to create a list of the types of large database that organizations might need to maintain.
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Creating a Form
You can create a form, which provides a convenient way to enter, edit, and view data from a table.
A professional-looking form can also make the process of entering data more efficient and more accurate.
Access offers two features that make creating a form quick and easy: the Form tool and the Form Wizard.
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Creating a Form (continued)
Creating a Form Using the Form Tool: You can create a form with a single click
using the Form tool.
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Creating a Form (continued)
Creating a Form Using the Form Tool (cont): All the fields from the table or query are included on the form.
You can modify the form layout and design using either Layout view or Design view.
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Creating a Form (continued)
Creating a Form Using the Form Wizard: The Form Wizard makes it easy to create a form with
your preferences because it prompts you to select the fields, the form layout, and the style for the new form.
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CLASSROOM ACTIVITIES
A ____ is a database object that provides a convenient way to enter, edit, and view data from a table. – Answer: form
True or False? When you create a form, you add a new object to the database.– Answer: True.
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True or False? You can create a form with a single click using the Form Wizard.– Answer: False. You can create a form with a
single click using the Form Tool. True or False? Using the Form Wizard, you
can choose which fields to include on a form.– Answer: True.
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Entering and Editing Data in a Form
Entering data in a form is similar to entering data in a table in Datasheet view.
When you enter or edit a record in Form view, Access automatically updates the records in the table.
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CLASSROOM ACTIVITIES
When you enter or edit a record in Form view, Access automatically updates the records in the table.
Answer: True.
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Sorting Data in Datasheet View
You can sort text and numbers in either ascending or descending order using the buttons in the Sort & Filter group on the Home tab.
Ascending order sorts alphabetically from A to Z and numerically from the lowest to the highest number.
Descending order sorts alphabetically from Z to A and numerically from the highest to the lowest number.
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CLASSROOM ACTIVITIES
True or False? You can sort text and numbers.
Answer: True. True or False? Ascending order sorts
alphabetically from Z to A. Answer: False. Ascending order sorts
alphabetically from A to Z.
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Finding and Replacing Data
Finding Data: The Find command, located in the Find group on the
Home tab, provides a quick and easy way for you to locate specific records or find certain values within fields.
You can search for data within a specific field, or you can search the entire table.
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Finding and Replacing Data (continued)
Finding Data (cont): Use options in the Find and Replace Dialog
box to locate data.
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Finding and Replacing Data (continued)
Using the Replace Command: The Replace command locates the search text and
replaces it with new text that you specify. You can choose to view and confirm each replacement
individually or you can choose to replace all occurrences of the search text with a single click.
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CLASSROOM ACTIVITIES
The ____ command provides a quick and easy way for you to locate specific records or find certain values within fields.– Answer: Find
The Find button is located on the ____ tab.– Answer: Home
True or False? You should use the Replace All command all of the time.– Answer: False. You should use the Replace All command
only when you are confident about making all the replacements without reviewing them first.
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Creating a Query
A query is a database object which enables you to locate multiple records matching specified criteria.
The New Object: Query button is located in the Other group on the Create tab.
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Creating a Query (continued)
When you create a query, you must identify all the fields for which you want to retrieve and show information.
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CLASSROOM ACTIVITIES
True or False? The query provides a way for you to ask a question about the information stored in one or more database tables.– Answer: True.
True or False? The order in which you select the fields will be the order in which the information appears in the query results.– Answer: True.
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Creating and Printing a Report
A report is a database object which allows you to organize, summarize, and print all or a portion of the data in a database.
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Creating and Printing a Report (continued)
You can create a report based on a table or a query.
You can create a report manually, but the Report Wizard provides an easy and fast way to design and create a report.
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Creating and Printing a Report (continued)
The wizard will ask you questions about which data you want to include in the report and how you want to format that data.
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CLASSROOM ACTIVITIES
True or False? You can create a report based on a form.
Answer: False. You can create a report based on a table or a query.
True or False? You can create a report manually, or use the Report Wizard.
Answer: True.
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Creating Mailing Labels
It is common to create mailing labels based on the database information.
Access provides a wizard to use a report format to create the labels.
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CLASSROOM ACTIVITIES
True or False? Before creating labels, you must select a table.
Answer: True. True or False? You cannot change the font
or size of text on a label. Answer: False. The wizard provides a step
where you can change the font and size.
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Summary
In this lesson, you learned: The Form Wizard helps you create a professional-
looking, customized form for entering data. Entering and editing data in a form is similar to
entering and editing data in a table in Datasheet view. You use the same navigation buttons to move from one record to another.
You can sort records in Datasheet view in either ascending or descending order.
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Summary (continued)
The Find command can save you time looking for records and specific values in a table. The Replace command can save you time finding and replacing specific text.
You can create a query to find records that match specified criteria. Access searches for and retrieves data from the table that matches the criteria you specify.
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Summary (continued)
A report allows you to organize, summarize, and print all or a portion of the data in a database. You can choose the Report Wizard to guide you through the process in creating and formatting a report.
When you want to create mailing labels, you create a report object using the Label Wizard.
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Key Terms
Form: A database object that provides a convenient way to enter, edit ad view data from a table.
Query: A database object that enables you to locate multiple records matching specified criteria.
Report: A database object that allows you to organize, summarize, and print all or a portion of the data in a database.
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