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Access​ ​Tutorial​ ​Part​ ​2

Creating​ ​Primary​ ​Keys,​ ​Relationships,​ ​and​ ​Forms

To​ ​complete​ ​this​ ​lab,​ ​follow​ ​the​ ​steps​ ​outlined​ ​in​ ​the​ ​“Logging​ ​into​ ​Lynda.com”​ ​page​ ​in​ ​myClasses.​ ​Please​ ​watch​ ​the​ ​ ​Access​ ​2013
Essential​ ​Training​ ​with​ ​Adam​ ​Wilbert​ ​ ​and​ ​then,​ ​practice​ ​your​ ​Access​ ​skills​ ​to​ ​create​ ​a​ ​simple​ ​database.​ ​Follow​ ​the​ ​steps​ ​below​ ​to
complete.

SET​ ​UP:​​ ​As​ ​a​ ​starting​ ​point,​ ​you​ ​should​ ​have​ ​an​ ​Access​ ​database​ ​file​ ​containing​ ​four​ ​tables​ ​(Customers,​ ​Products,​ ​Sales,​ ​and​ ​Sales
Detail)​ ​as​ ​defined​ ​in​ ​Part​ ​1

PART1:​ ​CREATING​ ​PRIMARY​ ​KEYS​:​ ​In​ ​each​ ​table,​ ​we​ ​need​ ​to​ ​set​ ​up​ ​a​ ​primary​ ​key(s)​ ​that​ ​will​ ​uniquely​ ​identify​ ​and​ ​index​ ​the​ ​data
records​ ​contained​ ​in​ ​that​ ​table.
1. Open​ ​the​ ​Customers​ ​table,​ ​click​ ​on​ ​the​ ​VIEW​ ​button​ ​(top​ ​left)​ ​to​ ​show​ ​the​ ​design​ ​view.
2. Click​ ​on​ ​the​ ​gray​ ​box​ ​(row​ ​header)​ ​next​ ​to​ ​CustomerID​ ​to​ ​select​ ​the​ ​row,​ ​click​ ​on​ ​the​ ​Primary​ ​Key
button.​ ​This​ ​will​ ​add​ ​a​ ​little​ ​key​ ​next​ ​to​ ​the
CustomerID​ ​to​ ​show​ ​that​ ​the​ ​values​ ​in​ ​this​ ​column
MUST​ ​BE​​ ​unique.
3. NOTE:​ ​Because​ ​primary​ ​keys​ ​MUST​ ​be​ ​unique,​ ​if​ ​at
any​ ​point,​ ​if​ ​you​ ​get​ ​an​ ​error​ ​message​ ​that​ ​says
you​ ​can't​ ​create​ ​a​ ​row​ ​of​ ​information​ ​because​ ​of​ ​a
duplicate​ ​value,​ ​check​ ​your​ ​tables.​ ​Make​ ​sure​ ​all
the​ ​data​ ​is​ ​unique.

4. Open​ ​the​ ​Products​ ​table,​ ​set​ ​the​ ​ProductID​ ​field​ ​as​ ​your​ ​primary​ ​key.​ ​(photo​ ​below)
5. Likewise,​ ​set​ ​the​ ​Order​ ​ID​ ​as​ ​the​ ​primary​ ​key​ ​in​ ​the​ ​Sales​ ​table.(photo​ ​below)

6. The​ ​Sales​ ​Detail​ ​table​ ​is​ ​a​ ​bit​ ​trickier,​ ​because​ ​it​ ​has​ ​two​ ​(2)​ ​primary​ ​keys.​ ​ ​Intuitively,​ ​this​ ​is​ ​because​ ​the​ ​combination​ ​of
SalesID​ ​and​ ​ProductID​ ​make​ ​a​ ​single​ ​unique​ ​identifier​ ​for​ ​that​ ​table​ ​(i.e.​ ​a​ ​given​ ​product​ ​can​ ​show​ ​up​ ​no​ ​more​ ​than​ ​once​ ​in
a​ ​given​ ​order).​ ​ ​To​ ​declare​ ​two​ ​primary​ ​keys,​ ​highlight​ ​both​ ​fields​ ​and​ ​click​ ​on​ ​the​ ​Primary​ ​Key​ ​button.

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PART​ ​2:​ ​DEFINING​ ​RELATIONSHIPS​:​ ​Now​ ​that​ ​we​ ​have​ ​setup​ ​our​ ​primary​ ​keys,​ ​we​ ​are​ ​ready​ ​to​ ​define​ ​the​ ​relationships​ ​between​ ​the
four​ ​tables.​ ​ ​This​ ​allows​ ​us​ ​to​ ​find​ ​related​ ​data​ ​easily.​ ​For​ ​example,​ ​we​ ​might​ ​want​ ​to​ ​find​ ​out​ ​how​ ​many​ ​times​ ​a​ ​customer​ ​has
ordered​ ​product​ ​ZZ-B01.​ ​Relationships​ ​are​ ​what​ ​allows​ ​that​ ​to​ ​happen.

7. Close​ ​all​ ​open​ ​tables​ ​-​ ​you​ ​can​ ​only​ ​create​ ​relationships​ ​when​ ​all​ ​tables​ ​are​ ​closed.
8. Click​ ​on​ ​the​ ​Database​ ​Tools​ ​ribbon​ ​toward​ ​the​ ​top​ ​of​ ​your​ ​screen.​ ​ ​Next,​ ​click​ ​on​ ​the​ ​Relationships​ ​button.

9. This​ ​will​ ​launch​ ​the​ ​Show​ ​Table​ ​box.​ ​ ​Double​ ​click​ ​on​ ​each​ ​table​ ​name​ ​to​ ​add
them​ ​to​ ​the​ ​screen.
10. Once​ ​you​ ​see​ ​all​ ​tables​ ​(you​ ​might​ ​have​ ​to​ ​move​ ​the​ ​Show​ ​Table​ ​screen​ ​around
to​ ​see​ ​them)​ ​close​ ​the​ ​Show​ ​Table​ ​screen.
11. All​ ​four​ ​tables​ ​should​ ​appear​ ​as​ ​displayed​ ​below.

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12. The​ ​ordering​ ​of​ ​the​ ​tables​ ​is​ ​not​ ​very​ ​convenient,​ ​as​ ​the​ ​related​ ​fields​ ​with​ ​matching​ ​relationships​ ​do​ ​not​ ​line​ ​up.​ ​ ​Move​ ​the
tables​ ​around​ ​to​ ​match​ ​the​ ​screenshot​ ​below.

13. We​ ​know​ ​that​ ​the​ ​CustomerID​ ​field​ ​in​ ​the​ ​Customers​ ​table​ ​is​ ​the​ ​same​ ​thing​ ​as​ ​the​ ​CustomerID​ ​field​ ​in​ ​the​ ​Sales​ ​table.​ ​ ​We
need​ ​to​ ​tell​ ​Access​ ​that​ ​the​ ​data​ ​in​ ​each​ ​table​ ​should​ ​match​ ​and​ ​that​ ​the​ ​data​ ​in​ ​these​ ​two​ ​tables​ ​are​ ​directly​ ​related​ ​to​ ​one
another,​ ​so​ ​we​ ​need​ ​to​ ​create​ ​a​ ​relationship​ ​between​ ​them.​ ​ ​To​ ​do​ ​this,​ ​move​ ​your​ ​mouse​ ​pointer​ ​over​ ​CustomerID​ ​in​ ​the
Customers​ ​table​ ​and​ ​click​ ​and​ ​hold​ ​your​ ​mouse​ ​button.​ ​ ​Next,​ ​drag​ ​the​ ​mouse​ ​(while​ ​still​ ​holding​ ​down​ ​the​ ​mouse​ ​button)
over​ ​to​ ​the​ ​Customer​ ​ID​ ​field​ ​in​ ​the​ ​Sales​ ​table.​ ​ ​Release​ ​the​ ​mouse​ ​button.​ ​ ​This​ ​will​ ​launch​ ​the​ ​Edit​ ​Relationships​ ​box.

14. Double​ ​check​ ​that​ ​the​ ​tables​ ​shown​ ​at​ ​the​ ​top​ ​are​ ​correct.
15. Click​ ​on​ ​the​ ​“Enforce​ ​Referential​ ​Integrity”​ ​checkbox.​ ​Notice​ ​the
type​ ​of​ ​relationship​ ​Access​ ​is​ ​trying​ ​to​ ​create:​ ​One-To-Many.​ ​This
means​ ​that​ ​for​ ​every​ ​one​ ​customer,​ ​there​ ​will​ ​be​ ​many​ ​sales.
16. Now,​ ​click​ ​Cre​ate​.

*NOTE:​ ​If​ ​you​ ​get​ ​an​ ​error​ ​message​ ​that​ ​says​ ​you​ ​can't​ ​create​ ​the
relationship​ ​because​ ​the​ ​table​ ​is​ ​in​ ​use,​ ​it​ ​is​ ​because​ ​your​ ​table​ ​is​ ​open.
Close​ ​all​ ​tables​ ​except​ ​the​ ​relationship​ ​window​ ​and​ ​try​ ​again.

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17. Now​ ​a​ ​black​ ​line​ ​appears​ ​linking​ ​the​ ​Customer​ ​ID​ ​fields​ ​in​ ​both​ ​tables.​ ​The​ ​One-To-Many​ ​relationship​ ​is​ ​represented​ ​with​ ​a
1,​ ​on​ ​the​ ​one​ ​side,​ ​and​ ​an​ ​infinity​ ​sign​ ​on​ ​the​ ​many​ ​side.

18. Repeat​ ​this​ ​process​ ​and​ ​create​ ​a​ ​relationship​ ​connecting​ ​OrderID​ ​fields​ ​in​ ​the​ ​Sales​ ​and​ ​Sales​ ​Detail​ ​tables.​ ​ ​Always​ ​drag
from​ ​the​ ​ONE​ ​side​ ​of​ ​the​ ​relationship.​ ​In​ ​this​ ​case​ ​drag​ ​from​ ​Sales​ ​table​ ​and​ ​drop​ ​on​ ​Sales​ ​Detail​ ​table.
19. Finally,​ ​create​ ​a​ ​relationship​ ​between​ ​the​ ​ProductID​ ​fields​ ​in​ ​the​ ​Sales​ ​Detail​ ​and​ ​Products​ ​tables.​ ​ ​Your​ ​relationship​ ​screen
should​ ​now​ ​look​ ​as​ ​follows:

20. When​ ​you​ ​are​ ​finished,​ ​close​ ​the​ ​relationships​ ​window​ ​and​ ​save​ ​changes​ ​as​ ​prompted.

PART​ ​3:​ ​CREATING​ ​FORMS:​​ ​Now​ ​that​ ​we​ ​have​ ​database​ ​tables​ ​with​ ​correct​ ​primary​ ​keys​ ​and​ ​properly​ ​defined​ ​relationships,​ ​we​ ​can
now​ ​easily​ ​create​ ​data-entry​ ​forms​ ​that​ ​will​ ​enable​ ​us​ ​to​ ​easily​ ​add​ ​new​ ​records​ ​to​ ​our​ ​linked​ ​database​ ​tables.

21. Click​ ​once​ ​on​ ​ ​the​ ​Sales​ ​table​ ​on​ ​the​ ​left​ ​hand​ ​side​ ​of​ ​the​ ​screen,​ ​and​ ​then​ ​click​ ​on​ ​the​ ​Create​ ​ribbon​ ​at​ ​the​ ​top​ ​of​ ​the
screen.​ ​ ​Now,​ ​click​ ​on​ ​the​ ​Form​ ​button.

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22. This​ ​will​ ​automatically​ ​create​ ​a​ ​data​ ​entry​ ​form​ ​in​ ​which​ ​you​ ​can​ ​enter​ ​data​ ​that​ ​will​ ​be​ ​stored​ ​in​ ​the​ ​Sales​ ​table.​ ​ ​Notice
that​ ​Access​ ​also​ ​automatically​ ​includes​ ​the​ ​linked​ ​records​ ​from​ ​the​ ​Sales​ ​Detail​ ​table.

*NOTE:​ ​as​ ​seen​ ​in​ ​the​ ​picture,​ ​there​ ​are​ ​two​ ​sets​ ​of​ ​controls​ ​-​ ​the​ ​bottom​ ​set​ ​scrolls​ ​through​ ​the​ ​orders​ ​and​ ​the​ ​top​ ​set​ ​through​ ​the
details​ ​of​ ​that​ ​order.​ ​In​ ​this​ ​example,​ ​Order​ ​#​ ​1,​ ​was​ ​made​ ​by​ ​customer​ ​G1​ ​(Giant),​ ​in​ ​July.​ ​On​ ​that​ ​order,​ ​Giant​ ​purchased​ ​23​ ​boxes
of​ ​ZZ-B01​ ​and​ ​331​ ​boxes​ ​of​ ​ZZ-B04.

23. This​ ​data​ ​is​ ​being​ ​pulled​ ​from​ ​the​ ​Excel​ ​tables​ ​we​ ​imported​ ​but​ ​the​ ​purpose​ ​of​ ​a
form​ ​is​ ​to​ ​provide​ ​a​ ​place​ ​for​ ​entry.​ ​You​ ​can​ ​use​ ​this​ ​to​ ​add​ ​your​ ​own​ ​information
as​ ​well​ ​and​ ​it​ ​will​ ​then​ ​be​ ​automatically​ ​be​ ​stored​ ​in​ ​the​ ​appropriate​ ​tables.​ ​ ​Scroll
through​ ​your​ ​Sales​ ​Orders​ ​until​ ​you​ ​get​ ​to​ ​OrderID​ ​10.​ ​You​ ​will​ ​notice​ ​that​ ​this
was​ ​an​ ​order​ ​place​ ​on​ ​1/15/2017​ ​by​ ​the​ ​Wawa​ ​in​ ​Dover.​ ​You​ ​can​ ​see​ ​that​ ​on​ ​this
particular​ ​day​ ​and​ ​order,​ ​they​ ​purchased​ ​295​ ​boxes​ ​of​ ​ZZ-B01​ ​and​ ​24​ ​boxes​ ​of
ZZ-B04.​ ​Let’s​ ​assume​ ​you​ ​are​ ​a​ ​data​ ​entry​ ​intern​ ​and​ ​Wawa​ ​also​ ​purchased​ ​20
boxes​ ​of​ ​ZZ-B06​ ​on​ ​this​ ​same​ ​order.​ ​You​ ​can​ ​add​ ​this​ ​by​ ​entering​ ​the​ ​data​ ​just
below​ ​the​ ​ZZ-B04​ ​entry.​ ​Add​ ​the​ ​productID​ ​and​ ​the​ ​quantity.

24. Close​ ​the​ ​form​ ​and​ ​save​ ​as​ ​Sales​ ​Form​ ​if​ ​you​ ​have​ ​not​ ​yet​ ​saved​ ​it.

25. Since​ ​this​ ​new​ ​entry​ ​is​ ​stored​ ​now​ ​in​ ​the​ ​designated​ ​tables,​ ​if​ ​we​ ​open​ ​the​ ​Sales​ ​Detail​ ​table​ ​and​ ​scroll​ ​down​ ​to​ ​orderID​ ​10,
we​ ​will​ ​see​ ​an​ ​entry​ ​containing​ ​this​ ​order:​ ​OrderID​ ​10,​ ​ZZ-B06,​ ​20​ ​boxes.​ ​Close​ ​and​ ​save​ ​the​ ​table​ ​if​ ​prompted

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26. We​ ​can​ ​also​ ​use​ ​the​ ​entry​ ​form​ ​to​ ​add​ ​a​ ​new​ ​order​ ​entry.​ ​Let's​ ​assume​ ​this​ ​time,​ ​that​ ​you​ ​are​ ​working​ ​for​ ​a​ ​distribution
company​ ​and​ ​your​ ​job​ ​is​ ​to​ ​take​ ​orders​ ​as​ ​they​ ​come​ ​in​ ​on​ ​the​ ​phone.​ ​Open​ ​the​ ​Sales​ ​Form​ ​you​ ​just​ ​created,​ ​using​ ​the
bottom​ ​controls,​ ​scroll​ ​to​ ​the​ ​end​ ​of​ ​the​ ​orders​ ​(order​ ​#27),​ ​if​ ​you​ ​scroll​ ​to​ ​a​ ​new​ ​order​ ​(#28)​ ​you​ ​can​ ​add​ ​all​ ​the​ ​details​ ​for
this​ ​new​ ​order.​ ​Notice,​ ​the​ ​OrderID​ ​is​ ​automatically​ ​generated​ ​so​ ​you​ ​just​ ​have​ ​to​ ​input​ ​CustomerID,​ ​Date,​ ​ProductID,​ ​and
Quantity​ ​as​ ​shown​ ​here:

​​
27. Close​ ​and​ ​save​ ​your​ ​form​ ​if​ ​prompted.
28. Let's​ ​go​ ​check​ ​to​ ​make​ ​sure​ ​everything​ ​was​ ​entered​ ​correctly.​ ​Open​ ​your​ ​Sales​ ​table.​ ​Scroll​ ​down​ ​to​ ​your​ ​newly​ ​created
sales​ ​order​ ​(#28)​ ​and​ ​click​ ​the​ ​+​ ​next​ ​to​ ​the​ ​order.​ ​You​ ​should​ ​see​ ​each​ ​of​ ​the​ ​three​ ​products​ ​purchased​ ​on​ ​that​ ​order.​ ​Also
notice​ ​the​ ​Sales​ ​Detail​ ​table​ ​has​ ​the​ ​correct​ ​information​ ​as​ ​well.

29. Now​ ​that​ ​you​ ​have​ ​edited​ ​order​ ​10​ ​and​ ​entered​ ​order​ ​28.​ ​Practice​ ​by​ ​entering​ ​a​ ​few​ ​more​ ​orders​ ​(#​ ​29​ ​&​ ​30),​ ​each​ ​with​ ​a
few​ ​products​ ​in​ ​each​ ​order.

Congratulations!

You​ ​are​ ​finished​ ​Part​ ​1​ ​and​ ​Part​ ​2.​ ​Make​ ​sure​ ​you​ ​read​ ​the​ ​grading​ ​Rubric​ ​below.

CLOSE​ ​your​ ​Access​ ​file​ ​and​ ​SUBMIT​ ​it​ ​in​ ​myClasses

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Access​ ​Part​ ​1​ ​&​ ​2​ ​Grading Points

Customers​ ​Table:​ ​Setup 2

Customers​ ​Table:​ ​Properties 2

Customers​ ​Table:​ ​Primary​ ​Key 4

Customers​ ​Table:​ ​Data​ ​Entered 3

Products​ ​Table:​ ​Setup 2

Products​ ​Table:​ ​Properties 2

Products​ ​Table:​ ​Primary​ ​Key 4

Products​ ​Table:​ ​Data​ ​Entered 3

Sales​ ​Table:​ ​Setup 2

Sales​ ​Table:​ ​Properties 2

Sales​ ​Table:​ ​Primary​ ​Key 4

Sales​ ​Table:​ ​Data​ ​Entered 3

Sales​ ​Detail​ ​Table:​ ​Setup 2

Sales​ ​Detail​ ​Table:​ ​Properties 2

Sales​ ​Detail​ ​Table:​ ​Primary​ ​Keys 4

Sales​ ​Detail​ ​Table:​ ​Data​ ​Entered 3

Relationships​ ​between​ ​each​ ​of​ ​the​ ​tables 8

Sales​ ​with​ ​sales​ ​Details​ ​Form 8

Edited​ ​order​ ​10​ ​to​ ​add​ ​ ​20​ ​boxes​ ​of​ ​ZZ-B06 4

Added​ ​Orders​ ​#28,​ ​29,​ ​&​ ​30​ ​with​ ​a​ ​couple​ ​of​ ​products​ ​each 6

Total: 70​ ​Points