SATATECHNOLOGY AND
BUSINESS COLLEGE
ETHIOPIANTVET-SYSTEM
LEVEL-II
SECTOR - ICT
MICRO SOFT ACCESS PBL QUESTIONS
UNITOFCOMPETENCE:
OPERTATE DATABASE APPLICATION
Prepared by JOHN. SG
SATA TECHNOLOGY AND BUSINESS COLLEGE
Starting MS-Access
MS Access is a database management tool that enables one to store relevant data. This also has
the capabilities to retrieve, sort, summarize and report results immediately and effectively. It can
combine data from various files (tables) through creating relationships, and can make data entry
more efficient and accurate through the use of forms.
There may be several ways you can use to start Access, depending on how you have
installed it. The most straightforward way is to use the Start menu.
To start Microsoft Access:
1. Click on the Start button and the Start menu appears.
2. Point to Programs. A list of your programs groups appears.
3. Click on Microsoft Access.
When Microsoft Access starts the following dialog box will be displayed automatically:
When Microsoft Access starts the following dialog box will be displayed automatically:
4. Select Blank Database to create a new customized database.
Using by the following steps
Start All program MS Office MS office Access 2007 Blank
data base New folder (choose location) choose location (local disk D)
New folder Rename File name Create
We Believe in Quality Education and Customer Satisfaction! Page 1
SATA TECHNOLOGY AND BUSINESS COLLEGE
Exercises 1
Create a data base called “Comp users “and save it on the desk top
If the database you want to open is not listed:
1. Select File, Open or click the Open button on the Standard Toolbar. The open dialog
box appears.
2. If the file is not in the currently displayed folder, change drives and folders as
necessary.
3. Double-click the file to open it.
Closing a Database
If you want to close one database and then open another, close the database using one of these
methods:
• Double-click the control-menu icon in the upper-left corner of the database
window OR
• Click the database window’s Close (X) button in the upper-right corner OR
• Select File, Close OR
• Press Ctrl + F4 OR Press Ctrl + W.
We Believe in Quality Education and Customer Satisfaction! Page 2
SATA TECHNOLOGY AND BUSINESS COLLEGE
To Rename a database
1. Close the database.
2. In My Computer or Windows Explorer, find the database file.
3. Right-click on the name of the database and select Rename from the displayed shortcut
menu.
4. Type the new name and press ENTER.
Exercises: 2
Change the database name “comp user” into “comp store”.
To copy or move a database
1. Close the database.
2. In My Computer or Windows Explorer, find the database file.
3. Right-click on the name of the database and,
• To copy the file, select copy from the displayed shortcut menu.
• To move the file, select cut from the displayed shortcut menu.
4. Open the folder or disk where you want to put the file.
5. Click paste button from the tool bar.
Exercises: 3
Move the database comp store from desktop to download.
To Delete A Database Object:
1. Close the database object you want to delete if it is open.
2. In the Database window, select the database object you want to delete. Or right-click on
the database objects you want to delete.
3. Press the Delete keyboard key or click on delete from the short cut menu.
4. Click on Yes to confirm the deletion
Exercises: 4
Create database SATA on desktop and remove it from desktop.
Creating a Table in Table Design View
Creation of a table by design view is a user-customized way of making data storage tables.
Each field in the design view of a table corresponds to a column in the datasheet view of atable.
Steps:
1. Click on Creating a Table
2. Select Insert, Table or, from the Database window, click the Tables tab and click New.
We Believe in Quality Education and Customer Satisfaction! Page 3
SATA TECHNOLOGY AND BUSINESS COLLEGE
3. Click on Design View and click Ok. Access open Table Design windows
4. Type a field name on the first empty line in the Field Name column; then press Tab to
move to the Data Type column.
5. When you move to the Data Type column, when clicked drop-down list. Data type drop
down list and select a field type.
6. (Optional) press Tab to move to the Description column, and then type a description of the
field
7. In the bottom half of the dialog box, you see Field properties for the field type you
selected. Make any changes desired to them.
8. If you have more fields to enter, repeat steps 3 through 6.
9. Right Click on the Table and click open.
10. When you are asked if you want to save your changes to the table, click Yes. The Save as
dialog box appears.
11. Type a name for the table in the Table Name text box and click Ok.
12. Enter the data in to your table.
Exercises 5
Create database register under desk top
1. create the following table using design view, table name
student
Field name Data type Field size format Input mask
Student ID Text 7 AMU-000
Student Text 14
name
Sex Look up
wizard
Birth date Data/time
We Believe in Quality Education and Customer Satisfaction! Page 4
SATA TECHNOLOGY AND BUSINESS COLLEGE
City Text
Decode Text
2. set primary key on id and save it by student table
3. Now enter records in the table
SID SName se Birth city decode Phot
x date o
AMU Windo M 4/8/2012 Arbaminc C++-
-001 m h 01
AMU Hana F 1/5/2012 Adama IP-02
-002
AMU Alemaz F 7/7/2012 Wollo math-
-003 03
AMU Ewnatu M 5/5/2012 Ambo DB-01
-004
AMU Rehale F 9/10/201 soddo HTML
-005 2 -02
We Believe in Quality Education and Customer Satisfaction! Page 5
SATA TECHNOLOGY AND BUSINESS COLLEGE
To set or change a primary key:
In the Table Design view, select the field or fields that you want to use for the primary key.
1. To select one field, click it Row Selector. To select multiple fields, hold down the Ctrl
key, and click the Row Selector of each field.
2. Select Edit, Primary key or click the primary key button on the toolbar. A key symbol
3. appears to the left of the field name
To remove the Primary Key:
1. In the Table Design View, select the row(s) containing the primary key.
2. Click the row selector for the current primary key and then click Primary key on the
toolbar.
3. Save the Table.
Steps to delete Records
1. Select the record (s) you want to delete.
2. Do any of the following:
• Click the Delete Records button on the toolbar.
• Press the Delete Key on the Keyboard.
• Select the Edit, Delete command.
• Select the Edit, Delete Record command
We Believe in Quality Education and Customer Satisfaction! Page 6
SATA TECHNOLOGY AND BUSINESS COLLEGE
Steps to update Records
3. Select the record (s) you want to update.
4. Do any of the following:
• Click the update Records button on the toolbar.
• Press the update Key on the Keyboard.
• Select the Edit, update command.
• Select the Edit, update Record command
To create relationships between tables
1. Close any table you have opened. You can’t create or modify relationships between open
tables.
2. If you haven’t already done so, switch to the Database window.
3. Click database tool then click Relationships. The Relationship window is displayed.
4. If your database doesn’t have any relationships defined, the Add Tables/Queries box will
automatically be displayed. If you need to add the tables you want to relate and the Add
Table dialog box isn’t displayed, click show Table on the toolbar, If the tables you want
to relate are already displayed, skip to step 6.
5. Double-click the names of the tables you want to relate, and then close the Add
Tables/Queries dialog box.
6. Drag the field that you want to relate from one table to the related field in the other table.
The Relationships dialog box is displayed.
7. Choose any Referential Integrity options you want.
We Believe in Quality Education and Customer Satisfaction! Page 7
SATA TECHNOLOGY AND BUSINESS COLLEGE
8. Click the Create button to create the relationship. When you close the relationships
window, Microsoft Access asks if you want to save the layout. Whether you save the
layout or not, the relationships you create are saved in the database.
Exercises 6
Create Relationship for below two tables
Data base tools Relationship Add to table drag ID to ID
✓ reinforce reference Create
Table 1 Book
Filed name Data type Input mask format
Bid Text B-000
Title Text
Published Date/time Short date
Author id Text PPP-0000
BID Title Published Author id
B-012 DB 7/10/2020 PPP-0012
B-013 PHP 7/5/2020 PPP-0023
B-014 C++ 7/19/2020 PPP-0024
B-015 IP 7/21/2020 PPP-0025
Table 2 Author
Filed name Data type Input mask
Author ID Text PPP-0000
Last name Text
First name Text
Author ID Last name First name
PPP-0012 Abazu Abera
PPP-0023 Yeridawu Getachew
PPP-0024 Buruk Asemamwu
PPP-0025 Darega Dara
We Believe in Quality Education and Customer Satisfaction! Page 8
SATA TECHNOLOGY AND BUSINESS COLLEGE
To Create A Simple Select Query With A Wizard:
1. In the Database window click the queries tab if it is not active and then click
New. The New query dialog box appears
2. In the New Query dialog box, click Simple Query Wizard.
3. Click OK. The show Table dialog box is displayed.
4. In the Tables/Queries drop-down list, choose the table from which you want to
select the fields.
5. In the Available Fields list, click the field you want to include and click the>
button to move it to the Selected Field List. Do the same for any other field you
want to move or click the>> button to move all the fields at once.
6. Select another table or query, if desired, and then select the fields you want to use
from it. Repeat this step until you have all the fields you need. When you finish
adding the fields, click next.
7. Access asks whether you want a Detail or Summary query. Choose whichever
you want and click next.
8. Enter a title for the query in the WhatTitleDoYouWantforYourQuery? Text
box.
9. Click Finish to see the query result.
We Believe in Quality Education and Customer Satisfaction! Page 9
SATA TECHNOLOGY AND BUSINESS COLLEGE
Exercises 7
Create Query for below two tables
Create Query wizard simple query wizard OK Add (> or >>)
Next Title Modify table design Finish view
Table 1 Book
Filed name Data type Input mask format
Bid Text B-000
Title Text
Published Date/time Short date
Author id Text PPP-0000
BID Title Published Author id
B-012 DB 1999 PPP-0012
B-013 PHP 2000 PPP-0023
B-014 C++ 2007 PPP-0024
B-015 IP 2004 PPP-0025
Table 2 Author
We Believe in Quality Education and Customer Satisfaction! Page 10
SATA TECHNOLOGY AND BUSINESS COLLEGE
Filed name Data type Input mask
Author ID Text PPP-0000
Last name Text
First name Text
Author ID Last name First name
PPP-0012 Abazu Abera
PPP-0023 Yeridawu Getachew
PPP-0024 Buruk Asemamwu
PPP-0025 Darega Dara
To Create A Simple Select form With A Wizard:
1. In the Database window click the queries tab if it is not active and then click New. The
New formdialog box appears
2. In the New formdialog box, click Simple formWizard.
3. Click next. The show Table dialog box is displayed.
4. In the Tables/ formdrop-down list, choose the table from which you want to select the
fields.
5. In the Available Fields list, click the field you want to include and click the> button to
move it to the Selected Field List. Do the same for any other field you want to move or
click the>> button to move all the fields at once.
6. Click on tabular and click next.
7. Enter a title for the query in the what Title Do You Want for Your form? Text box.
We Believe in Quality Education and Customer Satisfaction! Page 11
SATA TECHNOLOGY AND BUSINESS COLLEGE
8. Click on modify the form’s design and click next.
9. Click Finish to see the formresult.
Exercises 7
Create data entry forms for each table
Create more form Form Wizard Add (> or >>) Next
Tabular Next Title Modify table design Finish view
Table 1 Book
Filed name Data type Input mask format
Bid Text B-000
Title Text
Published Date/time Short date
Author id Text PPP-0000
BID Title Published Author id
B-012 DB 1999 PPP-0012
B-013 PHP 2000 PPP-0023
B-014 C++ 2007 PPP-0024
We Believe in Quality Education and Customer Satisfaction! Page 12
SATA TECHNOLOGY AND BUSINESS COLLEGE
B-015 IP 2004 PPP-0025
Table 2 Author
Filed name Data type Input mask
Author ID Text PPP-0000
Last name Text
First name Text
Author ID Last name First name
PPP-0012 Abazu Abera
PPP-0023 Yeridawu Getachew
PPP-0024 Buruk Asemamwu
PPP-0025 Darega Dara
To Create A Simple ReportWith A Wizard:
1. In the Database window click the Report Wizardtab if it is not active and then click
New. The New Report dialog box appears
2. In the New Report dialog box, click Simple Report Wizard.
3. Click next. The show Table dialog box is displayed.
4. In the Tables/Report drop-down list, choose the table from which you want to select
the fields.
We Believe in Quality Education and Customer Satisfaction! Page 13
SATA TECHNOLOGY AND BUSINESS COLLEGE
5. In the Available Fields list, click the field you want to include and click the> button to
move it to the Selected Field List. Do the same for any other field you want to move
or click the>> button to move all the fields at once.
6. Click on tabular and click next.
7. Enter a title for the query in the What Title Do You Want for Your Report? Text
box.
8. Click on modify the form’s design and click next.
9. Click Finish to see the Report result.
Exercises 7
CREATE REPORT FOR THE FOLLOWING TABLES
Create Query wizard simple query wizard OK Add (> or >>)
Next Title Modify table design Finish view
Table 1 Book
Filed name Data type Input mask format
Bid Text B-000
Title Text
Published Date/time Short date
Author id Text PPP-0000
We Believe in Quality Education and Customer Satisfaction! Page 14
SATA TECHNOLOGY AND BUSINESS COLLEGE
BID Title Published Author id
B-012 DB 1999 PPP-0012
B-013 PHP 2000 PPP-0023
B-014 C++ 2007 PPP-0024
B-015 IP 2004 PPP-0025
Table 2 Author
Filed name Data type Input mask
Author ID Text PPP-0000
Last name Text
First name Text
Author ID Last name First name
PPP-0012 Abazu Abera
PPP-0023 Yeridawu Getachew
PPP-0024 Buruk Asemamwu
PPP-0025 Darega Dara
We Believe in Quality Education and Customer Satisfaction! Page 15
