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CCEA GCSE DATABASE ACCESS 2010 USER GUIDE
Business and Communication Systems
GCSE
For first teaching from September 2017
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Contents Page
Database Information .............................................................................................................................. 4
What is a Database? ............................................................................................................................. 4
Overview of Access Interface ................................................................................................................... 5
Database View ......................................................................................................................................... 6
Database Creations .................................................................................................................................. 7
Primary Key ............................................................................................................................................. 8
What is Validation? .................................................................................................................................. 9
Types of validation ................................................................................................................................... 9
Flat File Database................................................................................................................................... 10
Relational Database ................................................................................................................................ 11
What are Relationships? ......................................................................................................................... 11
Getting Started ....................................................................................................................................... 13
Database Structure ................................................................................................................................. 14
Creating Tables ...................................................................................................................................... 15
Assigning Primary Keys ......................................................................................................................... 17
Setting up a Relationship ........................................................................................................................ 19
Entering Data ........................................................................................................................................ 22
Edit and Modify ..................................................................................................................................... 23
Deleting a Record .................................................................................................................................. 23
Adding a Record .................................................................................................................................... 24
Modifying a Record ................................................................................................................................ 25
Inserting a New Field ............................................................................................................................. 25
Sorting Data ........................................................................................................................................... 27
Filter Data .............................................................................................................................................. 28
Creating a Query .................................................................................................................................... 30
Sort Query ............................................................................................................................................. 35
Activity 1................................................................................................................................................ 36
Reports .................................................................................................................................................. 37
Activity 2................................................................................................................................................ 43
How to Create a Data Capture Form...................................................................................................... 43
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Database Information
What is a Database? A database is a computer package used to organise and store data, they is used in many business including schools, hospitals, police and offices. They are used to keep information such as records of customers, information on staff, stock etc. Databases help to organise related information into a logic order for easy access and retrieval of information. Databases can then be easily:-
• Organised • Searched • Sorted • Edited
Databases are organised into fields and records and files.
Definition Field A Field is a single piece of data eg employees name
Record A Record is a complete set of fields eg all data stored on the employee
File A File is a collection of record eg an employee database
Employee No: 007 Surname: Evans Forename: Ben DOB: 2/13/80 Address: 2 Money Rd Town: Moneytown
Field
File
Record
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Overview of Access Interface There is a common user interface within Microsoft Access that you can apply basic techniques that you learn from one program to another.
The interface of Microsoft Office Access is explained below:-
Name Description
Title bar Appears at the top of the program window and displays the name of the database and the program.
Quick Access toolbar
Appears on the left hand side of the title bar or can appear on the bottom right hand side of the computer screen and contains frequently used commands that are independent of the tab displayed on the Ribbon.
Ribbon Extends across the top of the program window, directly below the title bar and consists of a set of tabs.
Navigation Pane Appears on the left side of the program window and displays a list of all the objects in a database.
Object Window Appears below the ribbon and displays open database objects.
Status bar Appears at the bottom of the program window and displays information about the database and provides access to certain program functions.
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Database View Access database can be viewed in four different ways:-
• Datasheet View • PivotTable View • Pivotchart View • Design View
To switch between these views you click on the Home tab, under the view arrow you can then select the desired view from the menu or you can clicked the desired view button on the View shortcuts toolbar which is looked at the bottom right hand side of the status bar as shown below:-
The two main views which you need to use are:-
• Datasheet View • Design View
Database View in Access allows you to view the contents of a table. When you open it up it looks like a spread sheet with columns and rows. The columns are the field names and the rows are each single record within the table as shown below:-
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Design View in Access allows you to design and set up a database. It is a much more detailed view of the database if you want to think about it as the “behind the scenes” view of your database. This is the view where you set up your tables, forms, reports etc.
Database Creations Once the database has been created you then can create:-
• Tables • Queries • Forms • Reports
Object Type Object Purpose
Table Used to store data about a particular subject
Query Used to retrieve data that matches one or more conditions to perform calculations, to combine data from different tables etc
Form Used to view, enter and edit data
Report Used to format, summarise and present data
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Primary Key A primary key is a field in a database which is unique to each record in a database or file. Primary keys make sure that you can uniquely identify a record eg the Employee ID – each employee has unique ID, so no two the same.
In the sample below the Primary Key will be Customer ID, to set this field as the primary key you need to:-
• Be in the Design View • Highlight the Customer ID row • Click on the Primary Key
As shown in the screen dump below:-
Foreign Key A foreign key is a primary key from one table that appears in another table to link the two together.
For example (as shown in diagram below) a table called Customer Table has a primary key called Customer ID. Another table called Sales Table has a foreign key which references Customer ID in order to uniquely identify the relationship between both the tables
Customer Table
Customer ID
First Name
Address
Sales Table
Sale ID
Customer ID
Car
Make
Model
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What is Validation? Validation is the computers automatic check of data. Once the validation has been set up, it ensures that the data entered is sensible. It does not check the accuracy of data but checks that what is entered into the database is acceptable. Eg you can set up a validation that pupils must be in Year 8 - 10 this means that you can only enter data which is no 8, 9 and 10
Types of validation There are a number of validation types that can be used to check the data that is being entered. The three which you need to know are:-
• Range Check • Presence Check • Type Check
Range Check – this is when a validation is set up to make sure that the data entered in within a range. Eg The example below shows that you cannot enter a year which is not 8-10, if you do then the following error message will occur as shown in the example below when 11 has been entered.
Presence Check – this is when a validation is set up to make sure that data has been entered into the database. It means that something must be entered in this field, it can’t be left blank. Eg when you sign up for a new account online you can’t leave the password field blank etc
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Type Check – this is when a validation is set up to make sure that a certain type of data is entered. Eg in the example below the validation for City has been set up so that you can only type text, if you put in a number the following error message will appear.
Flat File Database Data stored on an ICT system is stored and organised in files. In databases it is possible to create more than one table. One database that exists is a flat file database, it looks like a spreadsheet and it is two dimensional all information is on one table and has no linked files or tables.
Data Fields A field is the column heading of the data in a file. Fields can hold different types of data, such as:
• Numeric • Text • Boolean (yes/no) • Date • Currency
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Relational Database A relational database holds information between many tables and not just one as is the case with a flat file database. The tables in a relational database are linked via relationships; this means that information can be shared between tables instead of repeating as with a flat file database. The integrity of the data in a relational database is better and redundancy happens less.
For example, a car dealership could have three tables:-
• Customer – when a customer enquiries about a car and a record is created. It stores their details such as their name, their customer ID, what car type of cars they are interested in.
• Car – each car in the dealership has a record. It stores details of the car such as car ID, make, model, miles, price etc
• Sales – when a customer buys a car, the sales table stores the customer’s ID and the car ID. The record could also include additional information such as when their first service would be due, how often they change their car etc
Advantages • The customer details and the car details only need to be entered into the database • Less mistakes are less likely to happen as result of entering data only once • Duplication is avoided • Unique IDs make information easy accessible • Much more detailed information can be obtained from queries etc
What are Relationships? A relational database is linked using a relationship between two tables using a common field to link them eg:-
Customer Table
Customer ID
First Name
Address
Sales Table
Sale ID
Customer ID
Car
Make
Model
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This relationship above is a one to many, because the customer can buy more than one car over the years or at one time. When these table are created the customer details will only have to entered once even though many entries can be made for sales or services etc for that one customer.
There are two types of relationships which you need to understand:-
• One to one – e.g. one pupil has one address • One to many – e.g. one school has many pupils
The example below shows a one to many which means that one customers can make many sales with the business
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Getting Started The software used to create a database is Microsoft Access you can find this in My apps -
Click on this and find the Microsoft Access 2010 icon and double click it to open the package.
The following screen dump will appear:-
Click on blank database and name your new database under file name as shown be the red circle above and then click create.
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Database Structure Data in a database is organised into fields, these are the column headings you would like to appear in your database.
You need to type each field with a connecting data type. This means the type of data that will be input, for example text or number.
Data type can be:-
• Text
• Memo
• Number
• Date/Time
• Currency
• AutoNumber
• Yes/No
• OLE Object
• Hyperlink
• Attachments
• Calculated
• Lookup Wizard
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Creating Tables We are now going to create a database using an example.
When you create your database it will open as shown in screen shot below:-
You need to click on View and change it to Design View (you will be asked to name the table at this stage – so name it as CUSTOMER) and it will look like this:-
Click OK and the following screen will appear:-
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You are now ready to design your tables. Enter the following field names along with the data type into the table design window:-
Field Name Data Type Customer ID Number Title Text Forename Text Surname Text Address Text Town Text Postcode Text Date of Joining Date/Time
To open a new table click on Create and then click on Table Design as shown below:-
A new table will appear you need to enter the following field names along with the data type into the table design window:-
Field Name Data Type Sales ID Number Customer ID Number Sales Type Text Date of Sale Date/Time
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Once you have the data input save as Sales as shown below:
Assigning Primary Keys You now need to assign the Primary keys for each table. The first table which is Customer and you need to assign Customer ID as the Primary Key.
Open the table which is Customer under Design View. Click to the left of Customer ID and this will highlight the row.
Make sure the File tab is open on the ribbon and under this you will see the following icon
Primary Key.
Click on this key as shown below:-
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Once you have clicked this icon you have assigned Customer ID as your Primary Key and you will see Primary Key Icon to the left of Customer ID as shown in screen shot below:-
You now need to open the Sales Table and assign Sales ID as the Primary Key in the same way as you have completed above.
The final screen shot will look as below:-
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Setting up a Relationship You now need to set up a relationship between Customer Table and Sales Table. This will be a one to many, in that one customer can make many sales with the business.
You need to make sure that all tables are closed and you need to click on Database Tools from the ribbon bar and click on Relationships as shown in screen dump below:-
Once you click on relationships and new menu will appear and you click on Show Table as shown below:
As you can see from the screen dump above the lists of tables appear and you need to add the relevant tables for this example you need to add Customer and Sales. Click on these and press Add click on Close when you have all the necessary tables added. This should leave the following screen:
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To create the one to many relationship between Customer Table and Sales Table, click on the Customer ID on Customer Table and drag your mouse down to Customer ID on Sales 1 Table and the following screen will appear:
Click on Enforce Referential Integrity and click Create and the following screen will appear showing the one to many relationship.
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You need to Close the relationship and it will ask you to Save it at this point – click Yes as shown in screen shot below:
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Entering Data We now need to enter data into your Database. Open up the Customer Table under Database View as shown below:
Now enter the following data under the correct field name:-
Open the Sale Table and enter the following data:-
Sales ID Customer ID Sales Type Date of Sale 2190 2488 Full Service 23/12/2016 2191 3390 MOT Service 15/03/2016 2192 4400 Car Purchase 12/01/2016 2193 4660 Part Service 14/02/2016 2194 2678 Parts 16/11/2016 2195 3390 Parts 18/10/2016
Customer ID Title Forename Surname Address Town Postcode Date of Joining 2488 Mr John Evans 24 Old Belfast Road Lisburn BT27 5JJ 12/06/2006 2678 Mr Paul Smith 234 Ormeau Road Belfast BT7 6QQ 30/07/2007 3002 Mrs Sue Mullen 206 Shaws Lane Lisburn BT28 2GK 15/01/2016 3100 Miss Alice Kane 24 Milltown Park Belfast BT12 1RW 27/10/2015 3380 Mr Peter McCanny 23 Cadogan Park Belfast BT9 7GH 22/10/2006 3390 Mrs Clare Simpson 180 Lisburn Road Belfast BT10 3BB 18/04/2007 4400 Mr Alan Jones 88 Lurgan Road Dromore BT25 2SD 23/05/2010 4660 Mr Stephen Evans 20 Castlereagh Road Belfast BT4 2DS 17/08/2007 5530 Mr Arthur Price 120 Old Belfast Road Lisburn BT27 4AH 20/03/2006 5680 Mr Connor Sullivan 44 Cregagh Heights Bangor BT20 6YY 06/06/2012 6660 Miss Jenny Thompson 66 Saintfield Road Belfast BT8 6HH 30/05/2015
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Edit and Modify Now that the database has been set up you can make any changes you wish to the data. You can edit, update and modify the database.
Deleting a Record Open the Customer database in the Datasheet View and delete Customer ID - 3100 Miss Alice Kane.
Click on the row which you want to delete, right click the mouse and then click on Delete Record as shown in screen shot below:
The following dialogue box will appear and you click YES to confirm that you wish to delete this record.
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The record will now be deleted as shown in screen shot below:-
Adding a Record To add a record you need to open the Customer Table in the Database View, if it is not open. Click at the bottom of the first Column – Customer ID and enter the following data as shown in screen shot below:-
Customer ID 6970 Title Mr Forename Brian Surname Brown Addresss 24 Mills Road Town Belfast Postcode BT8 7HH Date of Joining 30/01/17
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Modifying a Record To modfiy a record you need to open the Customer Table in the Database View, if it is not open. Click on the field you want to modify. In this case – Mr Paul Smith has moved house and you need to enter the following new address for him:-
Address 231 Manor Road
Town Ballymena
Postcode BT43 6AD
The screen shot below shows the changes:
Inserting a New Field You may want to add a new field to your database. To do this you need to open your Customer Database in Database View and go to the last column. Double click - Click To Add and then click on Text as shown in screen shot below:
??
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The field name is now highlighed you need to add Email as the heading and press return. The field has been entered and you can enter the following data into that field.
Customer ID Title Forename Email 2488 Mr John [email protected] 2678 Mr Paul No 3002 Mrs Sue No 3100 Miss Alice [email protected] 3380 Mr Peter No 3390 Mrs Clare [email protected] 4400 Mr Alan No 4660 Mr Stephen [email protected] 5530 Mr Arthur [email protected] 5680 Mr Connor No 6660 Miss Jenny [email protected] 6970 Mr Brian No
Screen shot below shows the data correctly entered:-
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Sorting Data A database can be sorted into alphabetical order. This will be useful when you are dealing with large databases. We want to sort the customer database in order of surname. To do this you need to open the Customer Database in Datasheet View. Right click on the field name which you want the database sorted by – in this case it is Surname. The following screen will appear:-
Click on Sort A to Z and the databse will be sorted by Surname as shown in the screen shot below:
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Filter Data You can filter records to find specific information. You may want to know which customers ordered parts. Open up the Sale Database in Database View .
Left click the drop down arrow on Sales Type and the following will appear. Click on Text Filter and click on Contains.
The following screen will appear:
Type in Parts and click OK. The database will be filtered and you will see the following two records appear as shown in screen shot below:-
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To get your full database up again you need to click on the filter at the bottom of the screen as shown below.
This will show you your full datatbase again unfiltered as shown below. You can move between filtered and unfiltered by clicking this icon.
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Creating a Query Queries allow you to search the database for information, e.g. a search for all the customers who live in Belfast.
To start you need to make sure that all tables are closed. Click on Create and then Query Design as shown below:-
Once you have clicked Query Design the following screen will appear:
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You need to click the table(s) which you want to use in the query. In this example we want the customer table and click on it and click on Add and then Close the following will appear:-
You now need to put in the criteria you wish to use for your query. You want to find out who lives in Belfast and you want their Forename - Surname – Address – Town. You need to double click the field names you want to appear from the table. Once you have double clicked the field names they will appear below as shown in the screen shot below:
Or you can click on the arrow under field and add the field name which is required as shown in screen shot below:-
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You want to find out who the customers are from Belfast so under the field name Town and the Criteria you type in Belfast as shown in screen shot below:
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Once this has been completed click the Run Icon on the database and your query will be created and should list all the customers in Belfast.
The following query should be displayed:-
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Always ensure you right click the query name and save each query, we will name it - “Belfast Customers” - this is shown in screen shots below:-
Save as:-
Query named:-
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Sort Query You can sort the query also. Click on the field you want to sort – Surname and then click on Sort A to Z and click OK as shown in screen shot below:
The following query will be created:
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Activity 1 – Using the Database you have created to this point Task 1 Delete the record John Evans. Task 2 Alan Jones has now got an email so make the correction – email [email protected]. Task 3 Sort the records alphabetically by Town. Task 4 Create a query to show who has not an email account – Show Forename – Surname – Email Address. Task 4 Create a query to show who joined in 2007 – Show Forename – Surname – Date of Joining. Sort the query under alphabetic order by Surname
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Reports You can create reports using the information you have created in your database. Reports is a way to make your database table look more professional for meetingse etc .Eg you might want to create a report of all customers who have purchased from the business. The report should be grouped by town and should contain the forename, surname, address, town and sorted alphabetically by surname.
To create a report click on the Create tab, click on the Report Wizard as shown in screen shot below:-
Once you have clicked this the following screen will appear:-
Select the Customer table and add in the forename, surname, address and town as shown in screen dump below:
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Click Next and the following screen will appear:-
It asks if you want to add a grouping level as shown below:-
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You have been asked to group by Town - Double click the Town to be added and the following will appear:
Click Next and the following screen will appear:-
You have been asked to sorted alphabetically by Surname so select Surname under 1 and leave - Ascending and click Next as shown in screen shot below:-
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It now asks you “How would you like to lay out your report?” You can modify the layout and orientation of your report. You are not altering it at present so click Next.
It will ask you for the title and for this report we want to save it as Customer Purchases as shown in screen shot below:-
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Click Finish and the following report will be produced.
You can print your report from here but if you don’t like the look of your report you can go into Design View and alter it. Right click the Customer Purchase tab at the top as shown in screen shot below.
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The following options appear:- • Report view • Layout View • Design View • Print Preview
At present you are in Report View but if you want to change the layout you need to go to Design View. Click Design View and the following screen will appear:-
At this point you can move the boxes around to alter the appearance of the report. Once you have finished you go back to Report View to view your changed report.
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Activity 2 Create a report for the Sales Table this should include the following fields:-
• Customer ID • Sales Type • Date of Sale
You need to group your report by Sales Type, and sorted by Date of Sale.
How to Create a Data Capture Form In the same way that you would fill in a form with details, you can create one of these forms in databases, it is an electronic form.
Select Create and then Form Wizard as shown in screen shot below:-
You need to select the fields which you want to include from the Customer table – select all field and add then, then click Next.
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The following screen will appear:-
You can select the style of your form – today we are just using the Columnar and click Next. You are now asked to name the form and you call it Customer Data Capture as shown in screen shot below:-
Click Modify the Form Design as shown in the screen shot below:-
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Click Finish and the following screen shot will appear:-
You can modify it at this stage and you can add in your logo etc if required. Once finished go back to Form View by clicking on View and selecting Design View as shown in screen shot below:-
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To add a logo you go to Design – Insert Image as shown in screen shot below:-
Browse and get image and click on the location you want it to appear. Size as appropriate and then view in Form View and you will get a form as shown below:-
