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MS Access
MS Access
Database
MODUL I
Name of Module:
Learning Outcomes:
a.
b.
c.
d.
e.
Module Summary:
At the end of the module, students should be able to open,
name, save file and close database.
Activity Summary:
Meaning of database
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.
Figure 3
A File New Database menu screen, similar to the one below, will be on your
screen. Well 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)
Figure 5
6. Click File and click Exit to end this session and to close Ms Access 2003.
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:
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
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
menu bar
Database window
toolbar bar
Database window
title bar
Database window
Objects bar
Groups bar
Table
Form
Query
Report
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.
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
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
be used to group record and calculate sums, counts, averages
and other types of totals.
Typically used to summarize, organize and analyze information
in order to express a particular point of view to specific
audience.
Create a database
Close a database
Open an existing database
In the next module you will learn how to design table and insert data.
Exercises
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
Name of Module:
Students Profile
Learning Outcomes:
Activities summary:
This module involved a few activities such as;
1. Creating tables.
2. Inserting the data in the table.
3. Exercise.
Information and Communication Technology Literacy For Secondary Data Base Module
record 2
Field 1
(numbers)
Field 2
(name)
Field 3
(address)
Field 4
(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.
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Information and Communication Technology Literacy For Secondary Data Base Module
Figure 2
Figure 3
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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)
Figure 6
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Text
Memo
Number
Function
You may type in any alphabetical/numerical data that you
desire-up to a maximum of 255 characters. As indicated,
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
characters.
This field is for numbers where you want to add, subtract,
multiply, divide, average, and do numerical calculations.
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.
Date/Time
Dates and Times. You may format this later, as you may
desire.
Currency
Dollar ($). You may format this later, as you may desire.
For example Ringgit Malaysia (RM)
AutoNumber
Yes/No
OLE Object
Hyperlink
Lookup Wizard
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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.
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
. Shown at figure 8.
close icon
Figure 8
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Figure 9
Figure 10
Figure 11
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11. Type students profile at Table Name and then click OK at dialog box as shown
in figure 10. Now you had finished creating one table named students
profile:database as shown below. (Figure 11)
students profile
table created
Figure 12
Figure 13
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Figure 14
Figure 15
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4. Insert all data in the table by repeating the same process above. As a result,
students will get the table below.
Figure 16
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
Class
Club
Sports
Uniforms Unit
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MODULE 3
USING RECORD IN DATABASE
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Name of Module:
Learning Outcomes:
Module Summary:
At the end of this module, table below will be created by
students.
Activity Summary:
Activities in this module involve:
1. add records
2. add field
3. edit records
4. find records from Table
21
Icon New
Figure 1
5. Add five more record as below. (refer table 1)
name
Alias b Mohamad
Mohd Shahid b Mohd
Noorul-Aini bt Ambak
Noor Asiah bt Zakaria
Fasitah bt. Mansor
address
No. 5, Jalan Desa Kayang 3, Desa kayang, 01000
No. 39, Taman Tapah, Jalan Pahang 35000 Tapah,
No 15, Jalan Limau Kasturi, 4/4A 40000 Shah Alam,
Lot 2646, Kg Simpang Tiga, Bt 6 3/4, 53100
No. 36, Jln. Melati, Tmn. Mewah, 31000 Batu Gajah,
Save record.
Table 1
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icno
950918-02-5533
950912-05-5321
950212-11-5678
950402-04-5566
950606-03-5432
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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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
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name
Abdul Rahman b. Idris
Johana bt. Muhammad
Faridah bt Abdullah
Rosnani bt. Sembok
Hassan b. Wahid
Alias b Mohamad
Mohd Shahid b Mohd
Noorul-Aini bt Ambak
Noor Asiah bt Zakaria
Fasitah bt. Mansor
sex
a email
male
abd_@yahoo.com
female
johana@hotmail.com
Female
getz@yahoo.com
Female
rosnani@hotmail.com
Male
hassan@yahoo.com
Male
alias@yahoo.com
Male
shah@hotmail.com
Female
noorul@hotmail.com
Female
noor@yahoo.com
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
1
2
3
4
5
name
Abdul Rahman b.
Johana bt.
Faridah bt Abdullah
Rosnani bt. Sembok
Hassan b. Wahid
sex
male
femal
Femal
Femal
Male
address
2304, Rumah Rumah Tasek Gelugor, 13300
No 24, Jln 1, Taman Seri Sinar, 50600 Kulal
No 39, Jln Pinang Merah 11, 81000 Bandar
No 1005, Bukit Datu, 21200 Kuala
No 101, Taman Rapat Jaya, 41000 Kelang,
Table 3
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Icon Find
Figure 6
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).
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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
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MODULE 4
CREATE FORM
28
Name of Module:
Create Form
Learning Outcomes:
Module Summary:
At the end of this module, a form will be create by students.
Activity Summary:
Activities in this module involve:
a. Create form
b. Add record
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1.Click Form
2.Click Create Form by
using wizard
1.Click here
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5. The selected Fields will be remove from left to right.Then click Next
1.Click Next
6. Click Next
1.Click Next
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1.Click Standard
2.Clik Next
8. Click Finish
1.Click Finish
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1.New Record
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Name
sex
address
11
Wan Mohd
Sidqi Bin
Wan
Abd.Ghaffar
Male
No.9
Jln.Banggol
15300 Kota
Bharu
Kelantan
icno
95061703-6339
Exercise Module 4
1.
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Email
wmsidqi@gmail.com
MODULE 5
CREATE REPORT
35
Name of Module:
Create Report
Learning Outcomes:
Activity Summary:
Activities in this module involve:
a. Create report
b. Print report
36
1.Click Report
2.Click Create Report
by using wizard
1.Click here
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5. The selected Fields will be remove from left to right.Then click Next
1.Click Next
6. Click Next
1.Click Next
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7. Click Next
1.Click Next
1.Click Tabular
2.Click Landscape
3.Click Next
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1.Click Next
10.Click Finish
1.Click Finish
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1.Click File
2.Click Print
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1.Click OK
Exercise Module 5
1. Based on your exercise in module 5 (Create Report).
c. Create a new report
d. Print the report
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MODULE 6
CREATE QUERY
43
Name of Module:
Create Query
Learning Outcomes:
a. Create query
b. Save query
Module Summary:
At the end of this module, the query below will be create by
students.
Activity Summary:
Activities in this module involve:
a. Create query
b. Save query
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1.Click Queries
2.Click Create query
by using wizard
1.Click here
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5. The selected Fields will be remove from left to right.Then click Next
1.Click Next
6. Click Finish
1.Click Finish
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47
1.Type-in male
2.Icon Run
48
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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
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