Lab 6 Access Data Entry and Queries
Lab 7 Access Data Entry and QueriesMBAC 611Lab 7
PreparationClick on the My Computer Icon
Open your private network directory
Create a new folder named lab7
Copy your lab6 Access file to the lab7 folder
Rename the copied lab6 Access file to lab7
Double Click on the lab7 Access file
If you see the following warning you can select
This warning is prompted by the fact that programs can be
created and run from within Access.
So when you dont know where a database originated from it is a
good idea to let Access block these programs (what is called active
content). You should now be in Access.Access TablesYou should see
the three Access table names on the left hand side of the
screen.
These are the three tables you created during your last lab.
Table Data EntryDouble-click on the tab.
This allows data to be entered in the fields.
Cust_IDFirst_NameLast_NameStreet_AddressCityStateZip1HowardSmith123
Main St.TrentonNJ112322DavidMay456 12th
AveAlbanyNY104573JaneLynn789 8th St.IrvineCA763214SteveBerliner532
Maple Dr.AustinTX87431We are going to enter the following data into
the Customer table.
Unfortunately, you cannot copy/paste whole records in
Access.
However, you copy/paste an individual field value this may be
useful for the Street_Address field.Enter the above data into the
Customer table. Once entered, we need to save the data.
Right-click on the tab and then select .
Right-click on the tab and then select .
Purchase TableWe will now enter data into the Purchase
Table.
Double-click on the table tab.
You should see the following empty table.
Cust_IDItem_IDPurchase_DateNum_Bought27211/5/03334563/9/05119014/7/07234358/4/031Enter
the following data into the Purchase Table.
You will need to enter one row at a time as the key consists of
the first three fields. Key fields cannot be blank.
In Access the TAB or ENTER key can be used to move to the next
field.Save and Close the table when done.Item TableWe will now
enter data into the Item Table.
Double-click on the table tab.
You should see the following empty table.
Item_IDItem_NamePriceNum_Left456Pen1.254901Pencil1.008721GI
Joe15.991435Barbie23.994Enter the following data into the Item
Table.Save and Close the table when done.Notice that Access
automatically places the dollar sign next to entries in the Price
field.
This is due to the fact that we declared the Price field to be
of type Currency.QueriesAccess allows us to query the data using a
graphical method called Query By Example (QBE)
It also allows us to Query using SQL
QBE entries are converted to SQL and then executed to return the
answer.Query 1We will now create the query to list the first and
last name of all customers who live in the state of NJ.
The Customer table has the information we need.
We need to query the state field.Creating A QueryClick on the
tab.
Click the icon. The following screen should appear:
From the Show Table dialog box select Customer and click
Then select
We want to display the first and last name so lets add those
fields to the query detail area near the bottom of the screen.
Select and from the first and second column. We will also need
the field so select that as well.
Query CriteriaWe are looking for individuals who live in New
Jersey so lets place the value NJ into the Criteria section of the
State field.
Since NJ is a text value we need to place it in double quotes.
If you forget to do so Access will add them for you when you move
off the field.
Running The QueryTo run the query click the icon located near
the upper left hand corner of the Excel screen.
Our answer should appear in a New Table. The table is called
Query 1.
Modifying the QueryOnce we have our answer we can still modify
our query and then re-run it.
Right-click on the tab and select
Lets modify the query so that it doesnt display the state field
we know it will be NJ.
Click the check box in the State field.
Your query detail area should look like the following. Run the
query by clicking on the icon.
Notice that the State field is no longer displayed.
Viewing The SQL Code
Right-click on the tab.
Select the selection.
SQL CodeSELECT Customer.First_Name, Customer.Last_NameFROM
CustomerWHERE (((Customer.State)="NJ"));
The extra parenthesis are not necessary. They have probably been
placed to accommodate future criteria or queries involving field
names that include spaces.Remove the extra parenthesis in the SQL
code and re-run the query to verify that it works.
The code should appear as follows:
SELECT Customer.First_Name, Customer.Last_NameFROM CustomerWHERE
Customer.State="NJ";
Saving The Query
Right-click on the tab.Select the selection.
Change the Query 1 value in the Query Name Dialog Box to
Question 1.
Notice the Query appears under the Queries listing:
Query AssignmentCreate a query that does the following:
List the Item_ID and Price of the item named Barbie.
Hint: This requires the Item table.
The answer should be:
Save the query under the name Question 2.
Quit Microsoft Access.
You wont be able to submit the file if the database is open. A
lock is placed on the file until you quit Access.
Submit the Lab7 Access file to the Lab7 Moodle Assignment.
Submitting The Lab
