Refresher Assignment

8/8/2019 Refresher Assignment

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Refresher AssignmentRefresher Assignment

Microsoft AccessMicrosoft Access


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Open FileOpen File XYZ CoXYZ Co

Employee List tableEmployee List table Design viewDesign view

GenderGender field properties:field properties: Input MaskInput Mask >L>L

Insert fieldInsert field StateIDStateID before Start Date:before Start Date:

TextText

Size = 2Size = 2


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Lookup Fields to another tableLookup Fields to another table Employee List table:Employee List table:

1.1. Rename Department to DeptIDRename Department to DeptID

2.2. Change data type Text toChange data type Text to Lookup WizardLookup Wizard

3.3. Select theSelect the 11ststoptionoption (lookup another table), Next(lookup another table), Next

4.4. SelectSelect Department ListDepartment List table,table, NextNext5.5. Add both fields (click >>),Add both fields (click >>), NextNext

6.6. Sort bySort by DeptIDDeptID,, NextNext

7.7. UnhideUnhide Key Column (2 cols should appear, adjust columnKey Column (2 cols should appear, adjust column

width),width), NextNext8.8. NextNext,, FinishFinish, Save (, Save (YesYes))

9.9. Data type is still Text, but Lookupproperties hv been set.Data type is still Text, but Lookupproperties hv been set.

10.10. DescriptionDescription --((lookup created to Department List tablelookup created to Department List table))


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ScenarioScenario

Open Employee list table in Datasheet view.Open Employee list table in Datasheet view.

Go to any of the DeptID column and type XXXGo to any of the DeptID column and type XXXand press ENTERand press ENTER

Is it accepted ?Is it accepted ?

How to rectify?How to rectify?

Undo changes before proceedingUndo changes before proceeding


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Limit to Lookup ListLimit to Lookup List

Switch to Design view.Switch to Design view.

Place cursor in DeptID field.Place cursor in DeptID field. Field Properties:Field Properties:

go to Lookupgo to Lookup

Limit to ListLimit to ListYesYes

Save table.Save table.

Switch to datasheet view n test againSwitch to datasheet view n test again


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Lookup StateID (Employee List) toLookup StateID (Employee List) toStateID (State List)StateID (State List)

Employee List table:Employee List table:1.1. Change StateID data type toChange StateID data type to Lookup WizardLookup Wizard

2.2. Select theSelect the 11ststoptionoption (lookup another table), Next(lookup another table), Next

3.3. SelectSelect State ListState List table,table, NextNext

4.4. Add both fields (click >>),Add both fields (click >>), NextNext

5.5. Sort bySort by StateIDStateID,, NextNext

6.6. UnhideUnhide Key Column (2 cols should appear, adjust columnKey Column (2 cols should appear, adjust columnwidth),width), Next, NextNext, Next,, FinishFinish, Save (, Save (YesYes))

7.7. Data type is still Text, but Lookupproperties hv been set.Data type is still Text, but Lookupproperties hv been set.8.8. DescriptionDescription --((lookup created to State List tablelookup created to State List table))

9.9. Set Limit to ListpropertiesSet Limit to Listproperties

10.10. List RowsList Rows set to 14set to 14


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RelationshipRelationship

Tools menuTools menu RelationshipsRelationships

Relationship lines hv been created during theRelationship lines hv been created during theLookupprocess.Lookupprocess.

To enforce relationships:To enforce relationships:

DoubleDouble--click on the relationship lineclick on the relationship line

EnforceEnforce

OKOK


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QueryQuery

Create new query in Design view.Create new query in Design view.

Add all 3 tables.Add all 3 tables. Insert the following fields:Insert the following fields:

Save the query asSave the query as Related DetailsRelated Details

Employee ListEmployee List Department ListDepartment List State ListState List

All fields exceptAll fields except

DeptID and StateIDDeptID and StateID

DepartmentDepartment StateState


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QueryQuery Formula 1Formula 1

Make a copyMake a copy of the Related Details query.of the Related Details query.

Rename toRename to Formula 1Formula 1..

Insert a column next to EmpID.Insert a column next to EmpID. Create a formula to combine FirstName andCreate a formula to combine FirstName and

LastName:LastName:

Delete FirstName and LastName columns.Delete FirstName and LastName columns.

FullName: [first name] & " " & [last name]


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QueryQuery Formula 1 (cont.)Formula 1 (cont.)

Insert a column next to Salary.Insert a column next to Salary.

Create a formula to calculate EPF which is 9%Create a formula to calculate EPF which is 9%of Salaryof Salary

Set EPF to Standard number format withoutSet EPF to Standard number format without

decimal places.decimal places.

EPF: [salary]*0.09


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QueryQuery Formula 1 (cont..)Formula 1 (cont..)

Insert a column next to Start Date.Insert a column next to Start Date.

Create a formula to calculate Years Worked.Create a formula to calculate Years Worked.

YrsWorked: Year(Now())-Year([start date])

YrsWorked: (Now()-[start date])/365.25


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QueryQuery -- FilterFilter

Make another copy of Formula 1 query.Make another copy of Formula 1 query.

Rename toRename to FilterFilter..

Criteria:Criteria:1.1. Fullname beginning with MFullname beginning with M

2.2. Fullname containing ALEXFullname containing ALEX

3.3. Position containing MGRPosition containing MGR

4.4. DivisionDivision all except Printerall except Printer

5.5. Fullname beginning with M or AFullname beginning with M or A

6.6. Fullname beginning with M or A or EFullname beginning with M or A or E


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Moving OnMoving On


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QueryQuery Filter (cont.)Filter (cont.)

Criteria:Criteria:

Fullname beginning with M or A or EFullname beginning with M or A or EANDANDfrom Sales and Marketing Department (SAM)from Sales and Marketing Department (SAM)

Whats the best way to do this?Whats the best way to do this?


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QueryQuery Filter (cont..)Filter (cont..)

CriteriaCriteria::

1.1. Position containing MGRPosition containing MGRandandSalary more than 11,000Salary more than 11,000

CriteriaCriteria::

1.1. Employees aged between 30 and 40Employees aged between 30 and 40

2.2. Females aged =40


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QueryQuery Filter (cont)Filter (cont)

Start Date:Start Date:

from the year 2000 onwardsfrom the year 2000 onwards between year 1995 and 1998between year 1995 and 1998

anywhere in the month Novanywhere in the month Nov


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QueryQuery TotalsTotals


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QueryQuery TotalsTotals Make a copy of the Formula 1 query and rename toMake a copy of the Formula 1 query and rename to

Salary Totals by DeparmentSalary Totals by Deparment

Remove all fields exceptRemove all fields except DepartmentDepartment,, SalarySalary && EPFEPF

Click Totals icon:Click Totals icon: DepartmentDepartment Group byGroup by

SalarySalary SumSum

EPFEPF SumSum

Add another Salary field and choose AvgAdd another Salary field and choose Avg

Add another Salary field and choose CountAdd another Salary field and choose Count Set Formatproperties accordinglySet Formatproperties accordingly


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Crosstab QueryCrosstab Query

Total Salary by

Department and

Gender

EmployeeCount by

Department and

Gender


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QueryQuery CrosstabCrosstab Make a copy for the Formula 1 query andMake a copy for the Formula 1 query and

rename torename to Employee Crosstab byEmployee Crosstab byDepartmentDepartment

Remove all fields exceptRemove all fields except DepartmentDepartment,,GenderGender andand SalarySalary..

Query menuQuery menu Crosstab QueryCrosstab Query


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QueryQuery Crosstab 2Crosstab 2

Create a crosstab query to calculate totalCreate a crosstab query to calculate totalsalary by Department and Divisionsalary by Department and Division


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Parameter QueryParameter Query

A parameter query is a query that, when run,A parameter query is a query that, when run,displays its own dialog box prompting you fordisplays its own dialog box prompting you for

information.information.

Useful to generate report for various range ofUseful to generate report for various range ofdates.dates.

User can create a standard report format butUser can create a standard report format butgenerate data for different criterias.generate data for different criterias.


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Parameter QueryParameter Query -- DeptIDDeptID

This query will prompt for DeptID each time you runThis query will prompt for DeptID each time you runthe query.the query.

Make a copy of the Formula 1 query and rename toMake a copy of the Formula 1 query and rename toParameterParameter -- Dept?Dept?

InsertInsert DeptIDDeptID from Employee List after Positionfrom Employee List after Positioncolumn.column. CriteriaCriteria

Save the query.Save the query. Switch to datasheet view and a prompt will appear.Switch to datasheet view and a prompt will appear. Type any DeptID such as ADM or SAM or ENG andType any DeptID such as ADM or SAM or ENG andpress ENTERpress ENTER

[Enter DeptID][Enter DeptID]


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Parameter QueryParameter Query Date RangeDate Range This query will prompt for a starting date and endingThis query will prompt for a starting date and endingdate for a range.date for a range. Make a copy of the Formula 1 query and rename toMake a copy of the Formula 1 query and rename to

ParameterParameter -- Date?Date? CriteriaCriteria

Save the query.Save the query. Switch to datasheet view and a prompt will appear.Switch to datasheet view and a prompt will appear. Type a starting date, press ENTERType a starting date, press ENTER

Another prompt appears for the ending date, enter aAnother prompt appears for the ending date, enter adate and press ENTER.date and press ENTER.

Records that fall between these 2 dates will appear.Records that fall between these 2 dates will appear.

BetweenBetween [Starting Date][Starting Date] andand [Ending Date][Ending Date]


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ReportReport


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Report WizardReport Wizard

Create Reportusing wizard.Create Reportusing wizard.

SelectSelect Table: Employee ListTable: Employee List

DoubleDouble--click required fieldsclick required fields

Group by DeptIDGroup by DeptID

Sort by FirstNameSort by FirstName

Select a layout and styleSelect a layout and style

FinishFinish


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Report DesignReport DesignCreate a Sum for Salary in each Dept.Create a Sum for Salary in each Dept.

Each DeptID has a header, and you are going toEach DeptID has a header, and you are going to

add a Footer:add a Footer: RightRight--clickclick Sorting & GroupingSorting & Grouping Group FooterGroup FooterYesYes

Click the Textbox icon from the Toolbox and clickClick the Textbox icon from the Toolbox and clickin the DeptID footer.in the DeptID footer.

In the Unbound box, typeIn the Unbound box, type =SUM([SALARY])=SUM([SALARY])

Edit the label, format and adjust accordingly.Edit the label, format and adjust accordingly.


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Tabular Report with Totals QueryTabular Report with Totals Query

Create reportusing wizard withCreate reportusing wizard with Query: SalaryQuery: SalaryTotals by DeparmentTotals by Deparment

Add all the fields >> , Next, Next, NextAdd all the fields >> , Next, Next, Next

Select Tabular layout, NextSelect Tabular layout, Next

Choose any style, Next, FinishChoose any style, Next, Finish

Calculate Total below:Calculate Total below: In Design View, increase height of Report Footer.In Design View, increase height of Report Footer.

Use the Textbox icon to create a field.Use the Textbox icon to create a field. Type formulaType formula =Sum([SumOfSalary]) and Enter=Sum([SumOfSalary]) and Enter

Set number format (rightSet number format (right--click, Properties)click, Properties)

Preview the Report.Preview the Report.


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ReportReport Parameter QueryParameter Query Create report wizard using Query: ParameterCreate report wizard using Query: Parameter -- Date?Date?

Insert fieldsInsert fields Next, Next, Next,Next, Next, Next,

Select layout and style, Finish.Select layout and style, Finish.

Fill in prompt,Fill in prompt,eg: start =1/1/90 end=31/12/90eg: start =1/1/90 end=31/12/90

Modify design where necessary & save.Modify design where necessary & save.

You can use the same report to generate output forYou can use the same report to generate output fordifferent range of dates.different range of dates.


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FormsForms


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Simple Form for Data EntrySimple Form for Data Entry

You can create an autoform for any table orYou can create an autoform for any table orqueries:queries:

Select a table or query name.Select a table or query name.

Click AutoForm from the database toolbarClick AutoForm from the database toolbar

Switch to design view to rearrange and formatSwitch to design view to rearrange and format

the fields and labels.the fields and labels.


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Create form using wizard withCreate form using wizard with Table:Table:Employee ListEmployee List

Add all the fields >>, NextAdd all the fields >>, Next

Select Columnar layout, NextSelect Columnar layout, Next

Select any style, Next, FinishSelect any style, Next, Finish

To reTo re--arrange fields, switch to Design view.arrange fields, switch to Design view.

Form WizardForm Wizard


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Form & SubformForm & SubformTo view list of employees by Dept or State:To view list of employees by Dept or State:

Create form wizard usingCreate form wizard using Query:Related DetailsQuery:Related Details

Add all the fields, NextAdd all the fields, Next Select by State List, nextSelect by State List, next

Tabular layout, nextTabular layout, next

Choose any style, nextChoose any style, next

Titles,Titles,Form=Employee by StateForm=Employee by State MainMainSubform=Employee by StateSubform=Employee by State -- SubSub

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Refresher Assignment