MS Access

KEMENTERIAN PELAJARAN MALAYSIA
Self Access Learning

Module
ICT Literacy for

Secondary School
Programm
e
Database
ICTL For Secondary School - Database
Module
PUSAT PERKEMBANAGN KURIKULUM

KEMENTERIAN PELAJARAN MALAYSIA
2
ICTL for Secondary School - Microsoft
Access Module
MODUL I
INTRODUCTION TO MICROSOFT
ACCESS 2003
Curriculum Development Centre

Ministry of Education
1
Access Module
Name of Module: Introduction to Microsoft Access 2003
Learning Outcomes: Students should be able to:
a. state the usage of application

b. list example which application of database is used
c. state the function of the features in database
d. create a new database
Knowledge and Skills:
a. Students known the meaning and usage of database

b. Start Microsoft Access 2003
c. Create, Name and Save database file
d. Open existing database
e. Exit database application
Module Summary:
At the end of the module, students should be able to open,
name, save file and close database.
Activity Summary: Activities in this module involved:
a. Starting Microsoft Access 2003

b. Naming and saving file database
c. Opening existing database
d. Exercises
Meaning of database
A database is the computer equivalent of an

organized list of information. Typically, this information has a common
subject or purpose, such as the list of employees, phonebook guide or
a classmates address book.
Microsoft Access 2003 (Access 2003) is a database system

management (database programs). It can store, manage, manipulate,
analyze, retrieve, display or publish information from database.
2
Activity 1: Starting Microsoft Access 2003
There are two methods to start / launch your Mircosoft Access 2003.
Method 1:
1. Double click on the Mircrosoft Office Access 2003 shortcut on the Windows
desktop (see below).
Shortcut icon MS Access 2003
Method 2:
1. Click-on the Start button, then click-on Programs, then click-on Microsoft Access
2003 (Figure 1)
Figure 1
Figure 2
2.The following Access

2003 Getting Started Task Pane will appear on
the right side of your Access 2003 screen. (refer
figure 2)
3. In the Open area of the Access 2003 Getting

Started Task Pane, click the left mouse button on
Create a new file.
Activity 2: To Name and Save Database File
1. The New File menu screen on the top will appear

when you click the left mouse button on Create a
new file.
2. Click–on Blank database. (Figure 3)
Click here
Access Module
Figure 3
A File New Database menu screen, similar to the one below, will be on your
screen. We’ll have to do several “things” to set-up this screen to save your
database. ( Figure 4 )
Step 1
Step 2 Step 3
Figure 4
3. Click-on the small down arrow on the right. Choose My Documents to save by
double clicking on the folder. Your selection should now appear in the Save in :
area. (Step 1)
4. Next click-in the area to the right of File Name. Type-in the word students
profile as shown at the bottom of the above image. (Step 2)
5. Now click-on the Create button. (Step 3)
The following Students Profile: Database menu screen will appear.

( Figure 5 )
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Access Module
Figure 5
6. Click File and click Exit to end this session and to close Ms Access 2003.
Activity 3: Open Existing Access Database
There are two methods to open existing database.
Method 1:
1. Repeat Activity 1 to open Ms Access 2003. Once you have created a database,
you will see your database in the Open portion of the Task Pane.
2. Click students profile. (refer Figure 6)
Click students
profile
Figure 6
Method 2:
5
Access Module
1. Click File in the Menu Bar, then click Open. (refer figure 7)
Figure 7
2. When the Open menu screen appears, click the small down arrow to the right
of the Look in area and select My Documents.
Select My Documents
Click students profile
3. Then click the name of your database (e.g. students profile.mdb) and then click
Open.
Note:
You will notice in the Students Profile: Database menu screen, in the left border
consist of objects bar: Tables, Queries, Forms, Report, Pages, Macros and
Modules.
Access window
title bar
Database toolbar
Database window Database window

menu bar toolbar bar
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Access Module
Database window
title bar Database window
Objects bar
Groups bar
There are 4 important objects as stated in the table below.
Objects Bar Function

A collection of records that identify a category of data, such as
Customers, Orders, or Inventory. Data inside a table is arrange
by column name field and row named Record.
Table  Field – A single characteristic or attribute of a person,
place, object, event, or idea.
 Record – A set of related field values.
Use to enter new information, to edit or remove existing

Form information or to locate information.
Used to locate information, to view, change or analyze it in

various ways. A select query retrieves data from one or more
tables and displays the result in datasheet. A select query can
Query
be used to group record and calculate sums, counts, averages
and other types of totals.
Typically used to summarize, organize and analyze information

Report in order to express a particular point of view to specific
audience.
4. Click File and Exit to stop this session.
At the end of this activities, you had learned how to:
i. Create a database
ii. Close a database
iii. Open an existing database
In the next module you will learn how to design table and insert data.
Exercises
7
Access Module
Question 1
Give two examples of database that you know.
Question 2
Create a database named Teachers Profile. Save this file in My Document

directory.
MODULE 2
STUDENTS PROFILE
8
Access Module
Curriculum Development Center

Ministry Of Education Malaysia
9
Access Module
Name of Module: Students Profile
Learning Outcomes: Student should be able to create a table, define primary

key and insert data.
1. Students known how to differentiate field, record and

table
2. Students known all types of data
3. Creating table.
4. Define primary key
5. Inserting the data in the table.
Module summary:
At the end of this module, table below will be created by

students.
Activities summary:
This module involved a few activities such as;
1. Creating tables.
2. Inserting the data in the table.
3. Exercise.
10
Information and Communication Technology Literacy For Secondary– Data Base Module
Activity 1: Creating Table
Next you will be creating the fields that make up a database. This is similar to
creating a blank personnel form (on paper) that will be "filled-in" for each
employee (Name, Address, Phone Number, etc – are called fields in a
database). This "forms" are called records in a database. There will be a
record, or form, for each employee. All the forms, together, make up a Table
(database).
For example, students profiles table as shown below. (Figure 1)
record 2
Field 1 Field 2 Field 3 Field 4

(numbers) (name) (address) (icno)
Figure 1
The table above content four records. Each records have four fields which are
numbers field, students name, address and ic number. At the end of this
module, students will creating a database which is consist a table name
“students profile”.
11
Information and Communication Technology Literacy For Secondary– Data Base Module
Steps Creating Table
1. Open MS Access 2003 software (Refer module 1, if needed).
2. Click File, click Open, find students profiles database file then click Open
button. (refer Figure 2)
Figure 2
3. Database window students profile: Database will appeared as shown below

(Figure 3) then click New button at database windows toolbar. The dialog box in
Figure 4 will appear.
Figure 3
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Access Module
4. Click Design View , then click OK to get Datasheet view as shown at Figure 5.
Design
View
Figure 4
Figure 5
5. At Field Name column, type in numbers and at Data type column, change value
Text to Number. (refer Figure 6)
Click this button to view the list of

data type, then click number
Figure 6
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Access Module
There are 10 types of data as stated in the table below;
Types Data Function

You may type in any alphabetical/numerical data that you
desire-up to a maximum of 255 characters. As indicated,
Text this is a text field, so you can't do mathematical
calculations. Examples of Text data are: names,
addresses, stock numbers, room numbers, zip codes, etc
This field is for lots of text. You can have up to 32,000

Memo characters.
This field is for numbers where you want to add, subtract,

multiply, divide, average, and do numerical calculations.
Number This field can be a very large size, so when we get to
Field Properties, we'll talk about "sizing" this field so it
doesn't take up too much "space" in storage.
Dates and Times. You may format this later, as you may
Date/Time desire.
Dollar ($). You may format this later, as you may desire.
Currency For example Ringgit Malaysia (RM)
This field is an "automatic" counter that assigns a number

AutoNumber each time you put data into a new field.
Yes/No This is a "True/False" or "Yes/No, 0/1” type of field.
This means "Object Link Embedding" which indicates you

OLE Object can insert a graphic, picture, sound, etc. Pretty neat to put
a photograph in a personnel record or a picture of an
inventory item in the stock record (advanced stuff).
A hyperlink is a pointer from one object to another. The

Hyperlink destination is frequently another Web page, but it can also
be a picture, an e-mail address, a file (such as a
multimedia file or Microsoft Office document), or a
program. The hyperlink itself can be displayed as text or
as a picture.
This wizard creates a lookup column, which displays a list
Lookup Wizard of values you can choose from.
14
Access Module
7. Insert data in the Field Name, Data Types for each fields as displays (Figure
7). Students can move to the next column by press “Tab key”.
1. Place the cursor

at address
2. Change Field Size

value to 100
Figure 7
Note: Place the cursor at the address inside the Field Name, then change Field
Size value from 50 to 100.
8. Click numbers at field name column, click at Edit menu bar, then click
Primary Key or icon Primary Key close icon

. Shown at figure 8.
PRIMARY KEY means the value in the primary key fields is

need to uniquely identify each record; that’s no record can
have the same value in this field.
Primary key icon

Figure 8
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Access Module
Figure 9
9. Click Close icon as shown at figure 8 to close the creating table session.
Then dialog box in figure 10 displayed.
Figure 10
10. Click Yes. Dialog box Save As in figure 11 displayed.
Key in table name here Figure 11
16
Access Module
11. Type students profile at Table Name and then click OK at dialog box as shown
in figure 11. Now you had finished creating one table named “students
profile:database” as shown below. (Figure 12)
students profile
table created
Figure 12
Activity 2: Inserting data in the table
The students profile table that created before, not contains any data. Steps below
can be used to key in the data.
1. Click at Students Profile table then click open at database window toolbar.
(Figure 13)
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Access Module
Figure 13
2. Datasheet view Students Profile : Table as shown in figure 14 displayed.
Figure 14
3. Key in data at the students profile datasheet.
At the first row, type number ‘1’ at numbers column. Then, Type name Abdul
Rahman b. Idris at name column. Next, type address and ic number at address
and icno column.
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Access Module
Figure 15
4. Insert all data in the table by repeating the same process above. As a result,
students will get the table below.
Figure 16
5. Click icon save to saving file. Students Profile table now contained five
records.
6. Click icon close to close the inserting data session.
7. Exit the Microsoft Access 2003 Software.
Exercises
1. Build one of your friends profile table. Named the table “Co-curriculum Data”.
That table must have fields as stated below:
• Numbers
• Student Name
19
Access Module
• Class
• Club
• Sports
• Uniforms Unit
2. Insert 10 record in that table.
MODULE 3
USING RECORD IN DATABASE
20
Access Module

Name of Module: Using Record In Database
Learning Outcomes: Students should be able to use and manipulate records in

database.
a. Students should be able to use record in database.

b. add records
c. add field
d. edit records
e. find records from Table
Module Summary:
At the end of this module, table below will be created by

students.
21
Access Module
Activity Summary:
Activities in this module involve:
1. add records
2. add field
3. edit records
4. find records from Table
Activity 1: Add Records
1. Open Microsoft Access 2003
2. Click Open an Existing Database, then click file students profile and click OK.
3. In the database window, double click students profile in the Tables pane to
open the table in Datasheet view, as shown in figure 1.
4. To add new record, click on icon New Record that can be seen at
database toolbar or at the bottom of datasheet window. (refer figure 1).
Icon New
Figure 1
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Access Module
5. Add five more record as below. (refer table 1)
name address icno

Alias b Mohamad No. 5, Jalan Desa Kayang 3, Desa kayang, 01000 950918-02-5533
Mohd Shahid b Mohd Kangar.
No. 39, Taman Tapah, Jalan Pahang 35000 Tapah, 950912-05-5321
Som
Noorul-Aini bt Ambak Perak.
No 15, Jalan Limau Kasturi, 4/4A 40000 Shah Alam, 950212-11-5678
Noor Asiah bt Zakaria Selangor.
Lot 2646, Kg Simpang Tiga, Bt 6 3/4, 53100 950402-04-5566
Fasitah bt. Mansor Gombak,
No. Selangor
36, Jln. Melati, Tmn. Mewah, 31000 Batu Gajah, 950606-03-5432
Save record. Perak
Table 1
6. Close students profile : Table.
Activity 2: Add Fields.
Method 1: Add field after the last field.
1. Click Design button at database toolbar windows Students Profile: Database,

to display all the fields.
2. Click field below icno (refer Figure 2)
3. Type in email inside the Field Name and select text as the Data Type.
Figure 2
4. Save the record.
Method 2: Add new field in between the two fields
1. Click Design button at database toolbar windows Students Profile: Database,

to display all the fields.
2. Click the address field ( the row will be highlight -refer Figure 3 )
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Access Module
Figure 3
3. Click Insert at menu bar, then click rows. A new row will be added.
(refer Figure 4)
Figure 4
4. Put cursor in between field name and field address.
5. Type in sex inside the blank Field Name and select text as the Data Type.
(refer Figure 5)
Figure 5
6. Save students profile.
24
Access Module
7. Click to close students profile : Table.
Activity 3: Edit Record.
1. Open Students Profile table.
2. To edit record, click inside the selected field. (sex and email)
3. Insert in all the record for sex field and email field. (refer Table 2)
numbers name sex a email

1 Abdul Rahman b. Idris male d abd_@yahoo.com
2 Johana bt. Muhammad female -
johana@hotmail.com
3 Faridah bt Abdullah Female getz@yahoo.com
4 Rosnani bt. Sembok Female rosnani@hotmail.com
5 Hassan b. Wahid Male hassan@yahoo.com
6 Alias b Mohamad Male alias@yahoo.com
7 Mohd Shahid b Mohd Male shah@hotmail.com
8 Som
Noorul-Aini bt Ambak Female noorul@hotmail.com
9 Noor Asiah bt Zakaria Female noor@yahoo.com
10 Fasitah bt. Mansor female fasitah@hotmail.com
Table 2
4. Repeat step 2 above to add in 5 postcodes (see bold figure) inside the first five
record. (Refer Table 3).
Numbers name sex address

1 Abdul Rahman b. male 2304, Rumah Rumah Tasek Gelugor, 13300
2 Idris
Johana bt. femal Pulau
No 24,Pinang
Jln 1, Taman Seri Sinar, 50600 Kulal
3 Muhammad
Faridah bt Abdullah e
Femal Lumpur
No 39, Jln Pinang Merah 11, 81000 Bandar
4 Rosnani bt. Sembok e
Femal Tengg,
No Johor
1005, Bukit Datu, 21200 Kuala
5 Hassan b. Wahid e
Male Terengganu,
No 101, Taman Terengganu
Rapat Jaya, 41000 Kelang,
Choong Fook Keong Selangor
Table 3
25
Access Module
5. Save students profile table.
Activity 4: Finding Record From Table
1. Click field name.
Figure 6
Icon Find
2. Click icon Find (refer Figure 6) and dialog box Find and Replace will be
display as below (Figure 7).
3. Type in Noor* inside box Find What to find all the name starting with Noor.
4. Click Find Next button. Name Noorul-Aini bt Ambak will be highlighted at name
field (refer figure 8).
26
Figure 7
Access Module
Figure 8
5. Click Find Next button to find similar name with Noor. Name Noor Asiah bt
Zakaria will be highlighted.
6. You can repeat step 3 to find other record.
7. Click File and Close to end this session.
Exercise Module 3
1. Based on your exercise in module 2 (“Curriculum Data”).
a. Add 3 new records
b. Add 2 new fields
c. Find records
27
Access Module
MODULE 4
CREATE FORM

28
Access Module
Name of Module: Create Form
Learning Outcomes: Students should be able to create form and add record
Knowledge and Skills: Students should be able to :

a. Create form
b. Add records
Module Summary:
At the end of this module, a form will be create by students.
Activity Summary:
a. Create form
b. Add record
29
Access Module
Activity 1: Create Form
3.In the database window, click Form and double click Create Form by using wizard.
1.Click Forms
2.Click Create Form by
using wizard
4.Click double arrow to select Available Fields
1.Click here
30
Access Module
5. The selected Fields will be remove from left to right.Then click Next
1.Click Next
6. Click Next
1.Click Next
31
Access Module
7. Click Standard for style.Then click Next
1.Click Standard
2.Clik Next
8. Click Finish
1.Click Finish
32
Access Module
9. The form will display as below
Activity 2: Add Fields.
1. To add new record, click on icon New Record that can be seen at
database toolbar or at the bottom of datasheet window.
1.New Record
33
Access Module
2. Add one more record as below.
Numbers Name sex address icno Email
11 Wan Mohd Male No.9 950617- wmsidqi@gmail.com

Sidqi Bin Jln.Banggol 03-6339
Wan 15300 Kota
Abd.Ghaffar Bharu
Kelantan
3. The form will display as below
Exercise Module 4
1. Based on your exercise in module 4 (“Create Form”).
a. Create new form.

b. Add 3 new record.
34
Access Module
MODULE 5
CREATE REPORT

Name of Module: Create Report
Learning Outcomes: Students should be able to create report and print record

Students should be able to :
a. Create report
b. Print report
35
Access Module
Module Summary:
At the end of this module, form below will be create by students.
Activity Summary:

a. Create report
b. Print report
36
Access Module
Activity 1: Create Report
3. In the database window, click Report and click create report by using wizard.
1.Click Reports
2.Click Create Report
by using wizard
4. Click double arrow to select Available Fields
1.Click here
37
Access Module
1.Click Next
6. Click Next
1.Click Next
38
Access Module
7. Click Next
1.Click Next
8. At the Layout click Tabular.Select Landscape at the Orientation.
Then click Next.
1.Click Tabular
2.Click Landscape
3.Click Next
39
Access Module
9.Select the Casual style.Then click Next.
1.Click Next
10.Click Finish
1.Click Finish
40
Access Module
11. A dialog box report will display as below
Activity 2: Print Report.
1. To print the report,click File and print
41
Access Module
1.Click File
2.Click Print
2. A dialog box print will display as below.
Then click OK.
1.Click OK
42
Access Module
Exercise Module 5
1. Based on your exercise in module 5 (“Create Report”).
c. Create a new report

d. Print the report
MODULE 6
CREATE QUERY
43
Access Module

Name of Module: Create Query
Learning Outcomes: Students should be able to create query
a. Create query
b. Save query
Module Summary:
At the end of this module, the query below will be create by

students.
44
Access Module
Activity Summary:
a. Create query
b. Save query
Activity 1: Create Query.
3. In the database window, click Queries and click create query by using wizard.
45
Access Module
1.Click Queries
2.Click Create query
by using wizard
4. Click double arrow to select Available Fields
1.Click here
46
Access Module
1.Click Next
6. Click Finish
1.Click Finish
47
Access Module
7. A dialog box will display as below.Click icon design view.
1.Click icon view
8. A dialog box will display as below.
48
Access Module
9. At the row Criteria, type-in male and press Enter
10. Click icon Run
1.Type-in male 2.Icon Run
11. A dialog box for male students will be display
49
Access Module
Activity 2: Save Query.
1. Click File and Save As
2. Save file as : male students profile Query
50
Access Module
3. The file will be save as below
Exercise Module 6
1. Based on your exercise in module 6 (“Create Query”).
a.Create new report for female students
b.Save the file as “ female students “
51
Access Module
MODULE 7
GETTING EXTERNAL DATA

52
Access Module
Name of Module: Getting External Data
Learning Outcomes: Students should be able to get external data
a.Create file
b.Import spreadsheet file
Module Summary:
At the end of this module, the students will be able to get data
and create a table as shown below
Activity Summary:
a.Import file
b.Create table
53
Access Module
Activity 1: Import Spreadsheet Files
2. Create new database file
3.Click file
4.Click Get External Data
5.Click Import
1.Click File
2.Get External Data
3.Import
6.At the Files of type,click pull down and select Microsoft Excel
7.Click any spreadsheet files as shown in example below ( Test 2007 )
8.Click Import
1.File “Test 2007 “

2.Import
54
Access Module
9.Click Next
1.Next
10.Put a tick on the box at the First Row Contain Column Headings
11.Click Next
1.Next
55
Access Module
12.Click OK
13.Click In a New Table
14.Click Next
1.Click In a New Table

2.Click Next
56
Access Module
15.Click Next
1.Next
16.Tic k at
the
Choose my own primary key and select No
17.Click Next
1.Choose my own primary key

2.Select No.
3.Next
57
Access Module
16.Click Finish
1.Finish
16.Now you had finished creating one table named “ Register “
17.Double click at Register
1.Click Register
58
Access Module
18.The next window will be appear
19.Click File and close
1.Click File and Close
20.Click close to end this session
1.Click close
Exercise Module 7
1. Based on your exercise in module 7 (“Getting External Data”).
a.Get any data from spreadsheet file

b.Save the file
59
Access Module
60

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KEMENTERIAN PELAJARAN MALAYSIA

Self Access Learning

ICT Literacy for

PUSAT PERKEMBANAGN KURIKULUM

Curriculum Development Centre

Name of Module: Introduction to Microsoft Access 2003

Learning Outcomes: Students should be able to:

a. state the usage of application

Knowledge and Skills:

a. Students known the meaning and usage of database

Activity Summary: Activities in this module involved:

a. Starting Microsoft Access 2003

A database is the computer equivalent of an

Microsoft Access 2003 (Access 2003) is a database system

Shortcut icon MS Access 2003

2.The following Access

3. In the Open area of the Access 2003 Getting

1. The New File menu screen on the top will appear

2. Click–on Blank database. (Figure 3)

5. Now click-on the Create button. (Step 3)

The following Students Profile: Database menu screen will appear.

Activity 3: Open Existing Access Database

There are two methods to open existing database.

2. Click students profile. (refer Figure 6)

Click students profile

Database window Database window

There are 4 important objects as stated in the table below.

Objects Bar Function

Use to enter new information, to edit or remove existing

Used to locate information, to view, change or analyze it in

Typically used to summarize, organize and analyze information

4. Click File and Exit to stop this session.

At the end of this activities, you had learned how to:

Give two examples of database that you know.

Create a database named Teachers Profile. Save this file in My Document

Curriculum Development Center

Name of Module: Students Profile

Learning Outcomes: Student should be able to create a table, define primary

Knowledge and Skills:

1. Students known how to differentiate field, record and

At the end of this module, table below will be created by

This module involved a few activities such as;

2. Inserting the data in the table.

Activity 1: Creating Table

For example, students profiles table as shown below. (Figure 1)

Field 1 Field 2 Field 3 Field 4

Steps Creating Table

1. Open MS Access 2003 software (Refer module 1, if needed).

3. Database window students profile: Database will appeared as shown below

Click this button to view the list of

There are 10 types of data as stated in the table below;

Types Data Function

This field is for lots of text. You can have up to 32,000

This field is for numbers where you want to add, subtract,

This field is an "automatic" counter that assigns a number

Yes/No This is a "True/False" or "Yes/No, 0/1” type of field.

This means "Object Link Embedding" which indicates you

A hyperlink is a pointer from one object to another. The

1. Place the cursor

2. Change Field Size

Primary Key or icon Primary Key close icon

PRIMARY KEY means the value in the primary key fields is