Date format for Access

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IT1303 – Application PackagesBIT -1st Year – Semester I4. Database ApplicationsTable of Contents4.1

What is a Database?..........................................................................................................................3

4.2

Database Applications.......................................................................................................................3

4.3

Getting Started with MS Access.........................................................................................................4

4.4

Planning and Creating Databases......................................................................................................5

Creating Databases.................................................................................................................................5

Creating a New Database using Wizard..................................................................................................5

Creating a New Blank Database..............................................................................................................8

4.5

MS Access Database Objects............................................................................................................8

4.6

Working with Tables...........................................................................................................................9

4.6.1

Creating tables using table wizard.................................................................................................9

4.6.2

Modifying an existing table structure............................................................................................12

Entering Fields.......................................................................................................................................13

Inserting Fields......................................................................................................................................13

Deleting Fields.......................................................................................................................................13

4.6.3

Designing new tables...................................................................................................................13

Primary Key...........................................................................................................................................15

Assigning a Primary Key........................................................................................................................15

Saving a Table.......................................................................................................................................15

4.6.4

Working with fields, data types, primary keys, indexes, records…etc..........................................16

Working with Fields................................................................................................................................16

Data Types............................................................................................................................................16

Field Properties.....................................................................................................................................16

Field size property.................................................................................................................................16

Format Property.....................................................................................................................................17

Date format............................................................................................................................................17

Number formats.....................................................................................................................................17

Text formats...........................................................................................................................................18

Yes/No formats......................................................................................................................................18

Input Mask Property...............................................................................................................................18

Primary Keys.........................................................................................................................................18

Indexes..................................................................................................................................................19

4.6.5

Creating relationships..................................................................................................................19

What is relationship?.............................................................................................................................19

Types of Relationships..........................................................................................................................20

Creating Relationships...........................................................................................................................20

4.6.6

Data Normalization......................................................................................................................23

What is Normalization?..........................................................................................................................24

Levels of Normalization.........................................................................................................................24

Normalization Forms.................................................................................................................................24

4.7

Working with Queries.......................................................................................................................26

4.7.1

Type of Queries...........................................................................................................................26

4.7.2

Creating Queries using Wizards..................................................................................................27

Simple Query Wizard.............................................................................................................................27

4.7.3

Working in Query Design View....................................................................................................29

Defining Query Criteria..........................................................................................................................30

Query Examples....................................................................................................................................31

Using the Expression Builder.................................................................................................................34

SQL Queries..........................................................................................................................................36

4.8 Creating Forms.......................................................................................................................................37

Anatomy of a Form................................................................................................................................37

Creating Forms......................................................................................................................................37

4.8.1

Creating Forms Using Wizard......................................................................................................37

4.8.2

Creating forms using AutoForm Wizard.......................................................................................41

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4.8.3

Creating Forms in Design View....................................................................................................41

Adding Fields to a Form.........................................................................................................................43

Moving and Sizing Controls...................................................................................................................44

Control Properties..................................................................................................................................44

Form Properties.....................................................................................................................................44

Adding Controls to a Form.....................................................................................................................44

4.8.4

Working with Subforms................................................................................................................46

4.8.5

Working with Linked Forms..........................................................................................................46

4.9 Creating Reports.....................................................................................................................................47

Report Layout........................................................................................................................................47

Creating Reports....................................................................................................................................47

4.9.1

Creating Reports using Wizard....................................................................................................47

4.9.2

Creating Reports using AutoReport Wizard.................................................................................51

4.9.3

Grouping and Sorting Records....................................................................................................52

4.9.4

Creating Reports in Design View.................................................................................................52

4.10

Building a Database Application.......................................................................................................54

4.10.1 Creating an Application Using Wizards..........................................................................................55

4.10.2

Building Applications from Scratch..........................................................................................55

Creating the Switchboard.......................................................................................................................55

Adding More Switchboards....................................................................................................................56

Adding Items to a Switchboard..............................................................................................................57

Assignment 1:...............................................................................................................................................60

Drug Management System....................................................................................................................60

Assignment 2:...............................................................................................................................................61

Quiz..............................................................................................................................................................62

List of FiguresFigure 4.1: Starting Screen of MS Access......................................................................................................4

Figure 4.2: New File Task Pane......................................................................................................................6

Figure 4.3: Template Dialog Box.....................................................................................................................6

Figure 4.4: Database Saving Dialog Box........................................................................................................7

Figure 4.5: Step 1 of the Database Wizard.....................................................................................................7

Figure 4.6: Selecting the Table Wizard.........................................................................................................10

Figure 4.7: Step 1 of the Table Wizard.........................................................................................................10

Figure 4.8: Setting the Primary Key in the Table Wizard...............................................................................11

Figure 4.9: Finishing the Table Wizard.........................................................................................................11

Figure 4.10: Entering data to the Table.........................................................................................................12

Figure 4.11: Table Design View....................................................................................................................12

Figure 4.12: Warning Message to Confirm the Field Deletion.......................................................................13

Figure 4.13: Table Design View....................................................................................................................13

Figure 4.14: Data Types...............................................................................................................................14

Figure 4.15: Message box – Primary key not defined...................................................................................14

Figure 4.16: Table Design toolbar.................................................................................................................15

Figure 4.17: Save As dialog box for Table....................................................................................................15

Figure 4.19: Edit Relationship dialog box......................................................................................................21

Figure 4.20: Relationship Layout with Relationship Established...................................................................21

Figure 4.21: Adding data to a Table..............................................................................................................22

Figure 4.22: Select the Query type...............................................................................................................27

Figure 4.23: Simple Query Wizard –Selecting Tables / Fields......................................................................28

Figure 4.24: Simple Query Wizard –Selecting output type............................................................................28

Figure 4.25: Simple Query Wizard –Title for Query.......................................................................................29

Figure 4.26: Result of the Simple Query.......................................................................................................29

Figure 4.27: Query Design window – Add Tables.........................................................................................30

Figure 4.28: Expression Builder....................................................................................................................35

Figure 4.29: SQL View..................................................................................................................................36

Figure 4.30: Sections of a Form....................................................................................................................37

Figure 4.31: New Form Options....................................................................................................................38

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Figure 4.32: Form Wizard –selecting layout..................................................................................................39

Figure 4.33: Form Wizard –selecting Style...................................................................................................39

Figure 4.34: Form Wizard –Finalizing the Form............................................................................................40

Figure 4.35: Completed Form.......................................................................................................................40

Figure 4.36: Form Design Layout..................................................................................................................42

Figure 4.37: Form Design Layout with the Properties dialog box..................................................................43

Figure 4.38: Form Design Layout with Field list and Properties dialog boxes...............................................43

Figure 4.39: Linked Forms............................................................................................................................46

Figure 4.40: Sections of a Report.................................................................................................................47

Figure 4.41: New Report options..................................................................................................................48

Figure 4.42: Report Wizard – Selecting Table/Query and Fields..................................................................48

Figure 4.43: Report Wizard – Setting the Grouping Levels...........................................................................49

Figure 4.44: Report Wizard –Setting the Sort Order.....................................................................................49

Figure 4.45: Report Wizard – Selecting the Layout.......................................................................................50

Figure 4.46: Report Wizard –Selecting the Report Style...............................................................................50

Figure 4.47: Report Wizard – Finalizing the Report......................................................................................51

Figure 4.48: Completed Report.....................................................................................................................51

Figure 4.49: A Grouped Report.....................................................................................................................52

Figure 4.50: Templates.................................................................................................................................55

Figure 4.51: Switchboard Manager...............................................................................................................56

Figure 4.52: Switchboard Manager with More Switchboards........................................................................57

Figure 4.53: Edit Switchboard Page..............................................................................................................57

Figure 4.54: Edit Switchboard Item...............................................................................................................58

4.1 What is a Database?

In its simplest form, a database is a collection of information that is organized into a list. Just think about thetelephone directory, you can see that it is a database. Whenever you make a list of information, such asnames, addresses, telephone numbers, you are, in fact, creating a database.Technically speaking, a database is a collection of interrelated files stored together with minimumredundancy. In other words, it is a structured collection of related data.The data stored in a database is structured and well organized. Imaging how a book is organized. Generally,when you look at a book, it is set into chapters, paragraphs and sentences. Similarly data in a database alsois in an organized manner. In a database you find tables, records and fields.

4.2 Database Applications

What is a Database Management System (DBMS)?A database management system (DBMS) is software used to manage the organization, storage, access,security and integrity of data in a structured database.There are different types of DBMS products: relational, network and hierarchical. The most widely andcommonly used type of DBMS today is the Relational Database Management Systems (RDBMS).Following is a list of Relational Database Management Systems used today

•

Enterprise type RDBMS

o

Oracle

o

SQL Server

o

Informix.

•

RDBMSs for PCs

o

Access (Developed by Microsoft)

o

Paradox (Developed by Corel)

o

Approach (Developed by Lotus)

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