CREATE AND USE DATABASES - busadmin - homeAND+USE...CREATE AND USE DATABASES EXERCISES.docx- Updated 4 April 2009 Page 6 of 23 DOLLHOUSE 1 You are required to design a database (with

CREATE AND USE DATABASES

BSBITU301A

2010

CLASS EXERCISES

CREATE AND USE DATABASES EXERCISES.docx- Updated 4 April 2009 Page 2 of 23

WHAT IS A DATABASE? A Database is an electronic filing system that generally contains related information and allows you to store, manipulate and retrieve information. The simplest type of database is a Flat File database and it consists of one table. An example of this is Works for Windows. A more complex type of database is the Relational database, which allows the user to create many tables and set links/relationships between them. An example of this is Access.

ADVANTAGES OF A DATABASE

Speed .............. Computers can search through files of information far quicker than people, making the traditional card file both slow and cumbersome.

Storage ............ Small disks can contain the equivalent of whole filing cabinets saving much in physical space and

allowing portability of data. Ease of use....... Changes are quickly and easily performed.

HOW DATA IS STORED

To help you understand how data is stored in a Database we will compare it to a manual filing system. In a manual system you use index cards and files that are stored in filing cabinets but in an electronic system you use fields, records and tables that are stored in the Database.

What is a Field? A field is a specific item of data.

For example when creating a field for an address we would break it into the fields: street, suburb, state and postcode. So rather than one field there are four fields that provide greater flexibility when using the Database.

What is a Record? A record is a collection of fields.

For example in a Database holding staff records, your details would be one record. In a Database holding properties for sale, the details of one property would be a record.

What is a Table? A Table is a collection of records.

For example in a Database holding staff records there could be a table for Personal Details, another table for Sales and another for Salary Details. Each table would contain all the records broken down into the necessary fields.

What is a Primary Key Field? A field that uniquely identifies a record. There is only one primary key for each table and the data held in this field has to be unique for each record.

For example your Student ID number, your Tax File number and your Licence number would be suitable for a Primary Key Field. Your surname, birth date or state would be unsuitable because more than one person could have this information.


OPEN A DATABASE

From the following location copy the folder indicated to your USB

P: BUSINESS BUSINESS ADMINISTRATION COMPUTING OFFICE 2007 2007 CREATE AND USE DATABASES

ACCESS INTRO FILES RIGHT MOUSE BUTTON AND SELECT [SEND TO]

CHOOSE YOUR USB LOCATION

Open the following databases:

Courses 2000

Audit 2000

Clients 2000

Telethon 2000

Ye Olde Book Shoppe


Exercise 1

1 Open the Database COURSE 2000 from your USB

2 Open the Table COURSE and answer the following questions:

How many records does this Table contain? __________________

How many field names have been used in this Table? __________

Name the student who attends Cessnock Campus? ____________

What course is Julie McSwan enrolled in? ___________________

How many students are enrolled in the Certificate III course? ____

3 Close the Database

Exercise 2

1 Open the Database AUDIT 2000 from your USB

2 Open the Table AUDIT and answer the following questions:

How many records does this Table contain? __________________

How many field names have been used in this Table? __________

Name the person who has a closing date of 16 July. ___________

When is Larissa Franze’s due date? ________________________

3 Close the Database


Exercise 3

1 Open the Database CLIENTS 2000 from your USB

2 Open the Table CLIENTS and answer the following questions:

How many field names in this file? _______________________

How many records does this file contain? _________________ What is the postcode for Kotara? ________________________ What is Phil Lawson’s occupation? ______________________ How many clients live in Wallsend? ______________________

3 Close the database file without saving.

Exercise 4

1 Open the Database TELETHON 2000 from your USB

2 Open the Table TELETHON and answer the following questions

How many records does this file contain? _________________ How many fields in this file? ____________________________ What is the highest amount pledged? ____________________ How many pledges have been received? _________________ How many receipts have been posted? ___________________

3 Close the database file without saving.


DOLLHOUSE 1 You are required to design a database (with Model No as a Primary Key) from the

information below. Create the database with the filename DOLLHOUSE

2 Enter the data as shown below – saving your table as House Sales by your name.

HOUSE NAME MODEL NO FLOORS PAINT FINISH PRICE DATE PURCHASED

Victorian V541 4 No $950.00 22 Mar 2008

Tudor T450 2 No $650.95 16 Jun 2008

Queen Anne QA319 3 Yes $340.50 18 Nov 2008

Georgian G230 3 Yes $549.95 20 Jan 2008

Baronial Hall B187 2 Yes $250.75 11 Apr 2008

3 Sort into alphabetical order of HOUSE NAME.

4 Resave your table.

DOLLHOUSE EDITING Delete the data associated with Baronial Hall

Delete the field FLOORS

Insert a new field called BEDROOMS before PAINT FINISH (insert the following number of bedrooms - Georgian 2, Queen Anne, Tudor and Victorian 3 bedrooms)

Highlight the field name HOUSE NAME - change to TYPE OF HOUSE

Move the field PRICE to a new position – after MODEL NO

The Model No for the Tudor Dollhouse should be T454

Add the following records to the DOLLHOUSE table.

Gothic, G414, $950.00, 6, Yes, 16 Jun 2008 Modern, M601, $300, 4, Yes, 30 Mar 2008 Cottage, C701, $295, 3, No, 30 Mar 2008 Barn, B801, $745.75, 5, No, 30 Mar 2008

Sort the DOLLHOUSE table alphabetically in order of TYPE OF HOUSE – Save and print your table.


STUDENTS 1 You are required to design a database from the information below.

2 Create the database with the filename STUDENTS.

3 Enter the data as shown below making STUDENT ID a primary key. Save your

table as Students by your name.

SURNAME FIRSTNAME AGE STUDENT ID COURSE

Smith Sally 18 116432 Word Processing

Travers Carol 27 106398 Database

Bennett Timothy 36 116211 Programming

Constantine Tracey 32 116394 Spreadsheet

Velos Ben 24 116222 Programming

Skeffi Amanda 28 116438 Word Processing

4 Sort in ascending order of SURNAME.

5 Resave your table.

STUDENTS EDITING Enter the following two students:

Drew, Simon, 24, 116265, Spreadsheet Threlfo, Melissa, 19, 116428, Database

Alter the following records:

Timothy Bennett is aged 24 not 36 Amanda’s correct surname is Skeffington

Add a new field identified as FEE EXEMPT (which will be a Yes/No field)

Update your table – Tim Bennett and Sally Smith are fee exempt, all others are fee paying.

Add a new field identified as COURSE CHARGE (data type to be Currency)

Update your table with the following information: Word Processing $80 – Programming $60 – Database $65 – Spreadsheet $80 – Fee Exempt $0

Sort the table on the STUDENT ID field in ascending order and resave the table

Print your table


COMPUTER BOOKS 1 Create a database called COMPUTER BOOKS to contain data relating to books, their

author, year published etc. 2 Make ISBN a Primary Key Title Author Year ISBN List Price Publisher Complete Internet Reference Hardy/Robson 2006 ADJ890-6 $29.95 Craw Hill Exploring Windows Grauer/Barber 2007 GBJ359-1 $34.95 Prancing Hall Powerpoint Explorer Grauer/Villier 2007 GVJ783-3 $23.95 Prancing Hall Access Explorer Grauer/Villier 2007 GVJ787-3 $23.95 Prancing Hall Excel Explorer Grauer/Villier 2007 GVJ786-4 $23.95 Prancing Hall Word Explorer Grauer/Villier 2007 GVJ788-3 $23.95 Prancing Hall Speed Up Your Computer Pratt 2006 PDJ983-4 $83.99 Veranta Press Looking Good in Print Parker 2006 ADJ387-3 $45.00 Que Publishing The Hardware Bible Rosch 2007 BJE387-9 $99.99 Veranta Press

3 Save the table as Book Sales by your name.

BOOKS EDITING Move the field Publisher to after the field Author

Delete the field Year

Insert a new field First Published before ISBN

Insert a new field Copyright before ISBN

Edit the field name Title to the new field name Book Name

Add the following information:

Book Name First Published Copyright

Looking Good In Print 2006 No

Complete Internet Reference 2007 Yes

The Hardware Bible 1996 Yes

Exploring Windows 2006 Yes

Powerpoint Explorer 2005 Yes

Excel Explorer 2003 Yes

Access Explorer 2003 Yes

Word Explorer 2004 Yes

Speed Up Your Computer 2006 No

Add the following new record:

Producing Business Documents, Smith, Que Publishing, 2006, No, DIG234-4, $25.99

Sort by Book Name

Save and print the table


PET BOARDER 1 Create a new DATABASE called PET BOARDER to contain the details of the animals

boarding at the Inn. 2 Use the auto number data type feature for Pet Id (this will also be the primary key in this

table).

3 Please change the date style used in Arrival Date and Departure Date fields to the Medium Date style.

4 Also the Yes/No data type in the vaccinated field needs to show a Tick for Yes and a Blank box for No.

5 Save the TABLE AS LISTED GUESTS by your name and enter the details below.

PET ID PET TYPE NAME OWNER VACCINATED ARRIVAL

DATE DEPARTURE DATE

1 Dog Shaggy Perentes, Bill and Jane

Yes 18/3/07 24/3/07

2 Dog Delilah Hughes, Jenny No 2/2/07 14/2/07

3 Cat Fluffy Bedner, Sarah Yes 23/5/07 28/5/07

4 Bird Pebbles Maizen, Lil and Nic Yes 9/8/07 20/9/07

5 Mouse Squeek Armstrong, Conner Yes 22/8/07 23/8/07

6 Bird Peep Bird, Ellen No 20/8/07 21/8/07

7 Cat Samson Smith, Tracey Yes 15/5/07 18/5/07

8 Cat Spud Darion, John No 7/9/07 9/9/07

PET BOARDER EDITING

Add the following records:

Pet Id Pet Type Name Owner Vaccinated Arrival Date Departure Date

9 Dog Max Maizen, Madeline Yes 4/6/07 8/6/07

10 Dog Spot Marks, Nicholas Yes 8/4/07 25/4/07

11 Bird Nina Jones, Oscar No 23/7/07 25/7/07

Resave the table.


PLANT NURSERY 1 Create a DATABASE called PLANT NURSERY to contain the details of the following

plants. 2 A Primary Key is required – make Stock No the primary key in this table.

3 Save the TABLE AS PLANTING SEASON by your name and enter the

details below, using appropriate data types.

STOCK NO ITEM CATEGORY PRICE PLANTING SEASON

161 Geranium Perennial $8.95 Spring

162 Lavender Perennial $12.95 Winter

163 Jasmine Annual $12.95 Spring

164 Petunia Annual $2.50 Spring

165 Gardenia Annual $2.50 Spring

166 Impatiens Perennial $4.50 Winter

167 Gerbera Perennial $8.50 Summer

168 Pansy Annual $5.95 Autumn

PLANT NURSERY EDITING

Add the following – Stock No 169 – Rose – Annual - $11.50 – Spring

Resave the table


CAT INN 1 Create a DATABASE called CAT INN to contain the details of the cats boarding at the Inn.

2 Save the TABLE AS CATTERY by your name and enter the details from the Diagram below,

using appropriate data types. 3 Insert a field called Appointment No at the end of the table and make this your primary key. 4 Insert appointment numbers as shown below.

APPOINTMENT NO

103 111 108 104 102 109 105 107 110 106

5 Sort by Appointment No

6 Resave the table.

CAT INN EDITING Another vaccinated grey Persian called DUSTY has arrived. Add her details. Her

appointment No is 101

SMOKEY has gone home, delete him from the file.

Sort again by Appointment No.

Save the table.


SQUASH CLUB 1 Create a DATABASE called SQUASH CLUB to contain the details of Members. 2 Save the TABLE AS SQUASH MEMBERS by your name and enter the details as shown

below, using appropriate data types. 3 This Database requires a Primary Key Field – Insert a new field Player Id at the beginning

of the table and enter the following information:

PAKOS – MP1 MAXWELL – SM1 SAMPSON – JS1 PETERSON – SP1 SCHRIVER – GS1 COURT – MC1 BELL – EB1 WILSON – DW1 MEAD – JM1

SQUASH CLUB EDITING 1 Add your own name to the files. You are an A Grade player and you have yet to pay your

fees. Your Player Id No is your initials followed by the number 1 (eg Kelly Browne would be KB1)

2 Sam Maxwell is out for the season, delete his record.

3 Add Sue Peterson’s husband, Peter, a B grade player, who has taken Sam Maxwell’s place in the competition. He is the same age as his wife. His club fees are still owing. His Player Id is PP1.

4 Sort the Table in alphabetical order of SURNAME and save again.

5 Print a copy of the table.


COAST FASHIONS

1 Create a DATABASE called COAST FASHIONS to contain the details of the employees. 2 Save the TABLE AS EMPLOYEES by your name and enter the details as shown below,

using the appropriate data types. 3 This Database requires a Primary Key Field – Insert an field at the beginning of your table

called Employee ID – use the auto number option to insert numbers 1 to 10 against employees as listed.

COAST FASHIONS EDITING 1 Robin Gilmour’s salary has been entered incorrectly, it should be $ 31500.

2 Phil Hines has left the company – delete his record.

3 Add the following records: Employee Id’s will be as follows: - Ken Booth – 11, Sue Smith –

12 and John Brown 13


SPIES

1 Create a Database called SPIES to contain the details of possible spies in our area. 2 Save the TABLE as OO7 by your name and enter the details as shown below, using the

appropriate data types. 3 This Database needs a Primary Key Field – Insert a new field at the beginning of the table –

Client No – use the auto number feature to number from 1 to 15


QUERIES

WHAT IS AN OPERATOR?

Queries use operators to compare values and the operator describes the type of comparison to be performed. Operators we will look at are: = which means equal to <> which means not equal to < which means less than <= which means less than or equal to > which means more than >= which means more than or equal to and which means also or which means either (easier to put both options on one line eg “male or female”)

CRITERIA EXERCISE

Show what you would enter into the criteria field for the following queries. (The first one is done for you as an example).

All people who are 35 or less <=35

All people who are 50

All items costing $20.00 or more

All marks higher than 85

All cars costing $25000 or less

All employees earning more than $45000

All employees not earning $50000

All employees earning $50,000.00

All employees earning $30000 or less

All presents costing $25 or more

All house numbers lower than 300

All pets who are 5 years old or less

All pets who are 10 years old

All pets who are not 10 years old


HOBBIES 2000 QUERIES

Open the database HOBBIES 2000 – this file should be on your USB (an example is as

shown below)..

Create and save with appropriate filenames, queries for the scenarios as shown below:

ID NAME STATUS SALARY CHILDREN SEX SPORT 1 STEVENS, ART SINGLE $29,000.00 0 MALE TENNIS 2 WARD, PAT SINGLE $32,000.00 0 MALE SKI 3 APPLEBY, SALLY MARRIED $37,000.00 0 FEMALE TENNIS 4 BLACK, DICK SINGLE $67,000.00 0 MALE SWIM 5 HENRY, ALICE MARRIED $50,000.00 0 FEMALE SWIM 6 POOL, SUE JANE MARRIED $24,000.00 1 FEMALE TENNIS 7 LEE, SHERRY SINGLE $39,000.00 1 FEMALE SWIM 8 GEORGE, LIBBY MARRIED $39,000.00 1 FEMALE GOLF 9 WILLIAMS, ABBY SINGLE $26,400.00 1 FEMALE JOG

10 WHITE, ALLEN SINGLE $18,000.00 1 MALE GOLF 11 MARTIN,

DEBORAH MARRIED $24,000.00 2 FEMALE SKI

12 WILSON, ROY SINGLE $25,000.00 2 MALE SKI 13 FAST, ELIZABETH SINGLE $29,000.00 2 FEMALE JOG 14 WILSON, BEN MARRIED $29,000.00 2 MALE GOLF 15 WILLIAMS, SUE MARRIED $60,000.00 2 FEMALE JOG 16 WILLIAMS,

HERBERT MARRIED $75,000.00 3 MALE JOG

17 LANE, JOHN MARRIED $50,000.00 3 MALE SKI 18 JOHNSON, AL MARRIED $53,000.00 5 MALE GOLF

1 How many married people are there? Sort by name and show all fields. (10) 2 How many people ski? Sort by name and show name, status, and sex fields. (4) 3 How many females swim? Sort by name and show name, status and no of children. (2) 4 How many males play golf? Sort by name and show appropriate fields. (3) 5 How many married people earn $50000 or more? Sort in descending order of salary and

show all fields. (5) 6 How many single people earn less than $40000 and jog? Sort in ascending order of name

and show all fields except sport and status. (2)

7 Find all those people that jog and swim. Show all fields and sort by name. (7)

8 Find all people that play tennis. Sort by descending order of children and show all fields except sport. (3)


SPIES QUERIES 1 Recall the Database SPIES

2 Create the following queries writing down your answers:

What is the eye colour of the female from Wallsend? __________________

What is the hair colour of the person from Belmont

whose hobby is walking? ________________________________________

What is the hobby of the female, aged under 38 years, who lives at Boolaroo? __________________________________________ What is the age of the male, who lives at Belmont, has black hair and enjoys reading? ____________________________________________ What suburb does the person, with green eyes, who enjoys fishing live? _________________________________________

Now use these answers as criteria for a final query that will tell you the name of our spy _____________________________________

DOLLHOUSE QUERY 1 Recall the database DOLLHOUSE 2 Create, run and save a query that finds only doll houses costing $950. Save as HOUSES

COSTING $950. (There should be 2 only)

COMPUTER BOOK QUERY

1 Recall the database COMPUTER BOOKS 2 Create, run and save a query that will find only those records that contain the author

Grauer/Villier. Save the query as Books by Grauer/Villier (there should be 4 records).

PET BOARDER QUERIES

Recall the Database PET BOARDER and create, run and save the following

queries: 1 Query the Table for dogs that are vaccinated, using all the fields in the query. (There

should be 3 records). Save as VACCINATED DOGS.

2 Query for CAT, using all the fields in the query. (There should be 3 records). Save as

CATS.


3 Query for birds that arrived after 1 June 2007, using all the fields in the query. (There

should be 3 records). Save as BIRDS.

PLANT NURSERY QUERIES

Recall the Database PLANT NURSERY and create, run and save the following queries:

1 Using all the fields in the query, how many PERENNIALS are there? Sort in alphabetic

order of PLANTING SEASON. (There should be 4 records). Save as PERENNIALS. 2 Using all the fields in the query, how many ANNUALS have SPRING as their planting

season? (There should be 4 records). Save as SPRING ANNUALS

3 Using all the fields in the query, search your database for how many plants have a cost of $8.50 or greater. (There should be 5 records). Save as EXPENSIVE PLANTS. Using the total feature show the average price of these expensive plants.

CAT INN QUERIES

Recall the Database CAT INN and create, run and save the following queries: 1 Query the Table for TABBY cats, using all the fields in the query. (There should be 3

records). Save as TABBY CATS.

2 Query for PERSIAN cats, using all the fields in the query. (There should be 5 records). Save

as PERSIAN CATS.

3 Query for WHITE cats, using all the fields in the query. (There should be 3 records). Save as

WHITE CATS.

4 Query for white, Persian cats that have been vaccinated. (There should be 2 records). Save as WHITE VACCINATED CATS.

SQUASH CLUB QUERIES

Recall the Database SQUASH CLUB and create, run and save the following queries: 1 Using all the fields in the query, how many squash players still owe their fees? Sort in

alphabetic order by SURNAME. (There should be 5 records). Save as PLAYERS STILL OWING FEES. Use the Total feature to show the average age of these players.

2 Using all the fields in the query, how many squash players are in A Grade and still owe their

fees? (There should be 3 records). Save as A GRADE PLAYERS OWING FEES. 3 Using all the fields in the query, how many financial (fees paid) squash players are aged 30 or

older? Sort in order of AGE from the eldest to the youngest. (There should be 2 unless you are aged over 30, then there will be 1 record). Save as FINANCIAL PLAYERS 30 OR OVER.


COAST FASHIONS QUERIES

Recall the Database COAST FASHIONS and create, run and save the following queries:

1 Using all the fields in the query, how many employees ON STAFF earn $40000 or less?

(There should be 3 records). Save as STAFF EARNING $40000 OR LESS. Using the total feature, show the total of their combined salaries.

2 Using all the fields in the query, how many employees in the PERSONNEL Department

started before 31/12/93? (There should be 3 records). Save as PERSONNEL EMPLOYEES STARTING BEFORE 1994.

3 Using all the fields in the query, how many employees in SALES earn less than $35000?.

Sort in order of SALARY with the highest earner first. (There should be 2 records). Save as SALES EMPLOYEES EARNING LESS THAN $35000.


FORMS

1 Create forms for the following databases using the Form Wizard -

o Dollhouse o Students o Computer Books o Pet Boarder o Plant Nursery o Cat Inn o Squash Club o Coast Fashions o Spies

2 Insert your name as part of the footer - perhaps insert the date and/or time as well (remember this will insert automatically into the header – just move the frame to the form footer area).

3 Insert a logo on each form in the form header section – logo files have been saved to your USB (as part of the ACCESS INTRO FILES folder).

4 Print only one form from each database.


REPORTS

DOLLHOUSE REPORT

Recall the database DOLLHOUSE and create and save a report using the query already created Dollhouses Costing $950. Ensure all data is visible. Insert your name as part of the report footer.

PET BOARDER REPORTS

Recall the Database PET BOARDER and create, save (using appropriate names) and print the following Reports: 1 Using all fields in the table, create a report grouped by Pet Type and sorted by Owner.

2 Using the query VACCINATED DOGS create a report using all the fields. Sort in

alphabetical order of NAME. Save and print the report. 3 Using the query CATS create a report using the fields NAME, OWNER, ARRIVAL DATE

and VACCINATED. Sort in alphabetical order of OWNER. Save and print the report. 4 Using the query BIRDS create a report using all the fields except ARRIVAL DATE. Sort in

alphabetical order of NAME. Save and print the report.

PLANT NURSERY REPORTS

Recall the Database PLANT NURSERY and create, save and print the following reports: 1 Using all fields in the table, create a report grouped by Planting Season and sorted by

Category. Save and print the report

2 Using the query PERENNIALS create a report using all the fields except PRICE. Sort in

alphabetical order of ITEM. Save and print the report. 3 Using the query SPRING ANNUALS create a report using the fields ITEM, PRICE. Sort in

alphabetical order of ITEM. Save and print the report. 4 Using the query EXPENSIVE PLANTS create a report using all fields. Sort in alphabetical

order of CATEGORY. Save and print the report.


CAT INN REPORTS

Recall the Database CAT INN and create, save and print the following reports: 1 Using all fields in the table, create a report grouped by Breed and sorted by Name. Save and

print the report.

2 Using the query TABBY CATS create a report using all the fields. Sort in alphabetical order of NAME. Save and print the report.

3 Using the query PERSIAN CATS create a report using the fields NAME, COLOUR and

VACCINATED. Sort in alphabetical order of Colour. Save and print the report.

4 Using the query WHITE CATS create a report using all the fields except COLOUR. Sort in

alphabetical order of Breed. Save and print the report.

SQUASH CLUB REPORTS

Recall the Database SQUASH CLUB and create, save and print the following reports: 1 Using the query PLAYERS STILL OWING FEES create a report using all the fields except

AGE and GRADE. Sort in alphabetical order of Surname. Save and print the report.

2 Using the query A GRADE PLAYERS OWING FEES create a report using the fields SURNAME, FIRSTNAME, SUBURB. Sort in alphabetical order of Surname. Save and print the report.

3 Using the query FINANCIAL PLAYERS 30 OR OVER create a report using all fields except

AGE and FEES OWING. Sort in alphabetical order of Surname. Save and print the report.

COAST FASHIONS REPORTS

Recall the Database COAST FASHIONS and create, save and print the following reports:

1 Using the query STAFF EARNING $40000 OR LESS create a report using the fields

SURNAME, FIRST NAME, DEPARTMENT and SALARY. Sort in descending order of SALARY. Save and print the report.

2 Using the query PERSONNEL EMPLOYEES STARTING BEFORE 1994 create a report using the fields SURNAME, FIRST NAME, START DATE. Sort in descending order of START DATE. Save and print the report.

3 Using the query SALES EMPLOYEES EARNING LESS THAN $35000 create a report using

all fields except DEPARTMENT and ON STAFF. Sort in alphabetical order of Surname. Save and print the report.


CONSOLIDATION EXERCISES

Additional exercises are available from your Class Supervisor relating to: 1 Calculated Reports 2 Creating Relationship between two or more tables

3 Trial Paper 4 Final Assessment