Dennis M.

Barrios II
Disclaimer

Some of the materials in this book are accepted wisdom, while most of the contents have
been adapted from various published materials such as books, public websites, and other
relevant documented information.

There is no claim of either ownership nor originality of the materials included herein and
therefore, credit is due to all the authors of that information.

The author that prepared this guide simply put together what they thought to be of
practical use for the local consumption of the administrators, faculty, and students of the
BS Information Technology program of the College of Computer Studies of Aklan State
University. Your suggestions and recommendations to better improve the contents of this
book are very much welcome, kindly contact his email dbarrios@asu.edu.ph.
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University’s Expectations:

One of the core values of our university is academic integrity. We

expect all students to uphold high standards of honesty and ethical
behavior in their academic pursuits.

Overview:

Fundamentals of Database System refers to the foundational

principles, concepts, and techniques that are essential to understanding
and working with database systems. It encompasses the core knowledge
and skills required to design, implement, manage, and utilize databases
effectively. By understanding the fundamentals of database systems,
individuals can effectively design, implement, manage, and query
databases, enabling efficient and secure storage, retrieval, and
manipulation of data for various applications and domains.

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CONTENTS

LESSON 1: INTRODUCTION OF DATABASE SYSTEM .................................................................... 1

DATABASE SYSTEM ......................................................................................................................... 1
DATABASE MANAGEMENT SYSTEM (DBMS) ...................................................................................... 3
ROLE OF THE DBMS ....................................................................................................................... 4
ADVANTAGES OF A DBMS: ............................................................................................................ 4
LESSON 2: DATABASE SYSTEM CONCEPTS AND ARCHITECTURE ............................................... 6
DATA MODELS .............................................................................................................................. 6
SCHEMAS ..................................................................................................................................... 7
INSTANCES .................................................................................................................................... 7
THE THREE-SCHEMA ARCHITECTURE .................................................................................................. 8
LESSON 3: DATABASE DESIGN..................................................................................................... 9
DATABASE DESIGN GUIDELINES ....................................................................................................... 9
PRIMARY KEY - UNIQUE IDENTIFIER .................................................................................................... 9
FOREIGN KEYS ............................................................................................................................. 10
LESSON 4: WHAT IS MICROSOFT ACCESS?............................................................................... 16
WHAT IS MICROSOFT ACCESS MADE UP OF? ................................................................................... 16
TABLES ....................................................................................................................................... 16
RELATIONSHIPS ............................................................................................................................ 17
QUERIES ..................................................................................................................................... 17
FORMS ....................................................................................................................................... 17
REPORTS ..................................................................................................................................... 17
MACROS .................................................................................................................................... 17
MODULES ................................................................................................................................... 17
LIMITATIONS ................................................................................................................................ 18
GETTING TO KNOW MICROSOFT ACCESS 2016 ............................................................................... 19
GUIDE TO THE ACCESS USER INTERFACE .......................................................................................... 20
THE RIBBON................................................................................................................................. 20
THE BACKSTAGE VIEW .................................................................................................................. 22
NAVIGATION PANE ...................................................................................................................... 24
LESSON 5: INTRODUCTION TO TABLES ....................................................................................... 27
TABLE AND FIELD PROPERTIES ......................................................................................................... 27
DATA TYPES................................................................................................................................. 28
CREATE A TABLE WITH TABLE DESIGN............................................................................................... 28
LESSON 6: CREATING FORMS AND REPORTS ............................................................................ 32
CREATING A FORM ...................................................................................................................... 32
ADDING ADDITIONAL FIELDS TO A FORM.......................................................................................... 34
FORM DESIGN ............................................................................................................................. 37
CUSTOMIZING FORM SETTINGS WITH THE PROPERTY SHEET ................................................................... 45
MODIFYING FORM SETTINGS .......................................................................................................... 46
CREATING REPORTS ..................................................................................................................... 50
DELETING FIELDS .......................................................................................................................... 52

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PRINTING AND SAVING REPORTS IN PRINT PREVIEW ........................................................................... 53

TO EXPORT A REPORT .................................................................................................................... 55
LECTURE 7: DATABASE QUERY .................................................................................................... 58
DIFFERENT METHODS TO CREATE AND EXECUTE QUERIES IN MS ACCESS ............................................... 58
VARIOUS PURPOSES OF QUERIES IN MS ACCESS .............................................................................. 59
ONE-TABLE QUERIES .................................................................................................................... 59
LECTURE 8: DATA WAREHOUSES ................................................................................................. 66
WHAT IS DATA WAREHOUSE?........................................................................................................ 66
PURPOSE AND IMPORTANCE OF DATA WAREHOUSES ........................................................................ 67
COMPONENTS OF DATA WAREHOUSES........................................................................................... 67
DATA INTEGRATION IN DATA WAREHOUSES ..................................................................................... 67
DATA MODELING IN DATA WAREHOUSES ....................................................................................... 68
DATA QUALITY IN DATA WAREHOUSES ........................................................................................... 68
DATA ANALYSIS AND REPORTING ................................................................................................... 68
SCALABILITY AND PERFORMANCE ................................................................................................... 69
DATA SECURITY IN DATA WAREHOUSES........................................................................................... 69
EVOLVING TRENDS IN DATA WAREHOUSES ...................................................................................... 69
DATA WAREHOUSING ARCHITECTURE .............................................................................................. 69
REFERENCES ........................................................................................................................................74

Fundamentals of Database System

 Lesson 1: Introduction of Database System

Databases and database systems play an important role in modern

society, as they are involved in various activities we encounter daily. Whether we
visit a bank to deposit or withdraw money, make reservations for hotels or flights,
use a computerized library catalog to search for books, or buy something online
like a book, toy, or computer, it's highly likely that these actions involve accessing
a database by either a person or a computer program. Even when we purchase
items at a supermarket, the inventory database is often automatically updated
(Kurtz, 1984).

These examples represent what we can call traditional database

applications, where the stored and accessed information is primarily text or
numbers. However, recent technological advancements have opened exciting
new possibilities for database systems. With the advent of new media technology,
it has become feasible to store digital images, audio clips, and video streams,
making them integral components of multimedia databases. Geographic
information systems (GIS) can now store and analyze maps, weather data, and
satellite images. In many companies, data warehouses and online analytical
processing (OLAP) systems are utilized to extract and analyze valuable business
information from extensive databases, facilitating decision-making processes.
Real-time and active database technology are employed to manage and
monitor industrial and manufacturing processes effectively. Furthermore,
database search techniques are being applied to the World Wide Web,
enhancing the search for information needed by internet users.

Database System

A database system is a software-based solution that allows for the

organized storage, retrieval, management, and manipulation of large amounts of
structured data. It provides a structured framework for efficiently storing and
accessing data, enabling users and applications to interact with the data in a
controlled and secure manner.

A database system typically consists of a Database Management System

(DBMS), which serves as the core software component responsible for managing
the database. The DBMS provides the necessary tools and interfaces to create,
define, and maintain the structure of the database, as well as perform operations
such as data insertion, deletion, modification, and querying (Silberschatz et al.,
2011).

The main objectives of a database system are to:

1. Store and organize data.

The database system provides a structured storage mechanism that
organizes data into tables, records, and fields, allowing for efficient data
management and retrieval.
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2. Ensure data integrity.

Database systems enforce integrity constraints to maintain the
accuracy, consistency, and reliability of the stored data. This includes
defining relationships between data entities, enforcing data validation
rules, and ensuring data consistency through transactions.

3. Facilitate data access and retrieval.

Database systems offer query languages, such as SQL, that enable users
to retrieve specific information from the database based on their
requirements. These query languages provide powerful and flexible
ways to search, filter, and analyze data.

4. Support concurrent access and multi-user environments.

Database systems allow multiple users or applications to access the
database simultaneously, ensuring data consistency and handling
concurrency control to prevent conflicts when multiple users attempt to
modify the same data simultaneously.

5. Provide data security and privacy.

Database systems implement security mechanisms to protect data from
unauthorized access, ensuring that only authorized users have
appropriate permissions to view, modify, or delete data. This includes
user authentication, access control, and encryption techniques.

A database system refers to the combination of a database, a database

management system (DBMS), and the associated software, tools, and processes
used to manage and manipulate the data within the database.

The database system provides an organized and structured approach to

store, retrieve, and manage large amounts of data efficiently. It serves as a central
repository where data can be stored, shared, and accessed by multiple users or
applications simultaneously.

Database is a collection of related information. Which information is the

result of the processed records. And records are a collection of data. By data, we
mean known facts that can be recorded and that have implicit meaning.

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A simplified Database System Environment.

Database Management System (DBMS)

A Database Management System (DBMS) is a software application or

system that enables users to efficiently store, manage, and retrieve data in a
structured manner. It serves as an intermediary between the user and the
database, providing an interface to interact with the data.

DBMS is designed to handle large amounts of data and facilitate data

organization, storage, retrieval, and manipulation. It provides a set of tools and
functionalities to manage the structure, integrity, security, and performance of
databases.

DBMS is a software tools that allows the users to manage the database such
as;
• create and delete database
• add, delete and edit data
• sort and retrieve data

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Role of the DBMS

• DBMS is the intermediary between the user and the database

o Database structure stored as file collection
o Can only access files through the DBMS
• DBMS enables data to be shared
• DBMS integrates many users’ views of the data

Advantages of a DBMS:

• Improved data sharing

• Improved data security
• Better data integration
• Minimized data inconsistency
• Improved data access
• Improved decision making
• Increased end-user productivity

Fundamentals of Database System

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A database that stores student and course information.

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Lesson 2: Database System Concepts and Architecture

Database System Concepts and Architecture is a branch of computer

science that deals with the design, implementation, and management of
database systems. It is a broad field that encompasses a wide range of topics,
including data modeling, data storage, data retrieval, data security, and data
administration.

The goal of database system concepts and architecture is to design and

implement database systems that are efficient, reliable, and secure. To achieve
this goal, database system architects must consider a variety of factors, including
the size and complexity of the database, the needs of the users, and the available
hardware and software resources.

In a database system, there are three key concepts related to the

organization and structure of data: data models, schemas, and instances
(Silberschatz et al., 2011).

Data Models
A data model is a conceptual representation of how data is organized,
stored, and accessed within a database system. It defines the structure,
constraints, and relationships of the data. There are different types of data models,
including:

a. Relational Model
The relational model is the most widely used data model. It
represents data as a collection of tables with rows and columns.
Relationships between tables are established through keys.

b. Hierarchical Model
The hierarchical model organizes data in a tree-like structure, where
each record has a single parent and can have multiple children. It was
popular in early mainframe databases.

c. Network Model
The network model is similar to the hierarchical model but allows
records to have multiple parents, forming complex network-like
structures.

d. Object-Oriented Model
The object-oriented model represents data as objects, which
encapsulate both data and behavior. It supports inheritance,
encapsulation, and polymorphism.

e. Entity-Relationship Model
The entity-relationship model focuses on the entities (objects) in a
system and their relationships, attributes, and constraints.

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Schemas
A schema is a logical description or blueprint of a database system. It
defines the structure, organization, and constraints of the database. A schema
specifies the tables, their columns, data types, relationships, and any other rules
governing the data.

a. Physical Schema
The physical schema defines how data is physically stored on a
storage medium, such as disk or memory. It includes details like file
organization, indexing, and data partitioning.

b. Logical Schema
The logical schema defines the logical organization of the
database, including tables, columns, relationships, and constraints. It is
independent of the physical storage details.

c. Conceptual Schema
The conceptual schema provides an abstract, high-level view of the
entire database. It focuses on the overall structure and organization of
data without delving into implementation details.

Instances
An instance refers to the actual data stored in a database at a specific
point in time. It represents a snapshot of the data contained in the database
system. For example, if you have a relational database with tables for employees,
departments, and projects, an instance of that database would contain the
specific data for each employee, department, and project at a particular
moment.

Instances are dynamic and can change over time as data is inserted,
updated, or deleted. They are governed by the data model and schema defined
for the database system.

Schema diagram for the database.

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The Three-Schema Architecture

The goal of the three-schema architecture is to separate the user
applications from the physical database. In this architecture, schemas can be
defined at the following three levels:

1. The internal level has an internal schema, which describes the physical storage
structure of the database. The internal schema uses a physical data model
and describes the complete details of data storage and access paths for the
database.

2. The conceptual level has a conceptual schema, which describes the structure
of the whole database for a community of users. The conceptual schema
hides the details of physical storage structures and concentrates on describing
entities, data types, relationships, user operations, and constraints. Usually, a
representational data model is used to describe the conceptual schema when
a database system is implemented. This implementation conceptual schema
is often based on a conceptual schema design in a high-level data model.

3. The external or view level includes several external schemas or user views. Each
external schema describes the part of the database that a particular user
group is interested in and hides the rest of the database from that user group.
As in the previous level, each external schema is typically implemented using
a representational data model, possibly based on an external schema design
in a high-level data model.

The three-schema architecture.

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Lesson 3: Database Design

Database design refers to the process of creating a structured blueprint or
plan for organizing and arranging data in a database system. It involves identifying
the data requirements, determining the relationships between data elements,
and defining the structure and constraints of the database (Basic Database
Concepts - GeeksforGeeks, 2024).

The primary goal of database design is to ensure that the database is

efficient, accurate and meets the needs of the users and applications that will
interact with it. A well-designed database optimizes data storage, retrieval, and
manipulation, and promotes data integrity and consistency.

Database Design Guidelines

These guidelines are aimed at ensuring that the database design meets the
requirements of the application, promotes data integrity and consistency, and
optimizes performance (Shelly et al., 2008).

1. Identify the tables.

Examine the requirements for the database in order to identify the main
objects that are involved. There will be a table for each object you identified.

Rules for Naming Tables and Fields:

1. Names can be up to 64 characters in length.
2. Names can contain letters, digits, and spaces, as well as most of the
punctuation symbols.
3. Names cannot contain periods (.), exclamation points (!), accent graves
(`), or square brackets ([ ]).
4. The same name cannot be used for two different fields in the same table.

2. Determine the primary key.

The primary key is the unique identifier for records in the table. For each
table, determine the unique identifier, if there is one.

Primary Key - Unique Identifier

An important part of determining the fields for each table is deciding
which field (if any) is suitable as the primary key.

The power of a relational database is the ability to bring a lot of

information together quickly. For this to work efficiently and effectively,
Microsoft® Access needs to be able to identify unique records. For this reason,
one field or a set of fields needs to be unique. This can be a unique
identification number such as a Medicare number, Employee ID number,
Pension number, etc.:

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• A primary key cannot contain duplicate values, e.g. a person’s last

name is not suitable as a primary key as there is often more than one
person with the same last name;
• A primary key cannot contain null values, therefore a field such as a
phone number is not suitable, as you may not know the person’s phone
number when you first enter them into the database;
• Also, if the information contained in the Primary Key is likely to be
altered, then it is best to avoid this field as well.

If a unique identifier cannot be identified (which is more than likely), you

can add a field, which will automatically increase sequentially by one, thus
providing the record with a unique identifier.

Foreign Keys
The Foreign Key is the field that links a related table to the main table. In
example, in the sales database, a customer may appear many times in the
“Purchase” table, as a customer may purchase multiple products. A product
may also occur many times in the “Purchase” table as a product can be
purchased many times. Therefore, the “Purchase” table would contain many
links to a particular customer and many links to a particular product, but each
transaction record in the “Purchase” table would relate to only one product
and one customer. This is illustrated below:

tbl_Customer
CustomerID (PK) Name
1 Joe Smith
2 Peter Davis
3 Tommy Jones

tbl_Products
ProductID (PK) ProductName Price
1 Laptop 35,000.00
2 Smartphone 65,000.00
3 Headphones 12,500.00

tbl_Purchase
ORNo (PK) CustomerID (FK) ProductID (FK)
1 1 1
2 1 2
3 1 3
4 2 1
5 2 2
6 3 2
7 3 3

The “tbl_Customer” table is linked to the “tbl_Purchase” table with the

CustomerID (PK) and CustomerID (FK) fields;

The “tbl_Products” table is linked to the “tbl_Purchase” table with

ProductID (PK) and ProductID (FK) fields.

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Note: Only the ID field is kept in the purchase table, no other information is
needed from the customer table or the product table. By setting up
relationships between the tables, Microsoft Access knows which foreign
key belongs to which primary key (unique identifier) and can pull the
information from the relevant tables when needed.

1
2

1 A primary key, identified by the key icon next to the field name.
2 A foreign key — note the absence of the key icon.

3. Determine the additional fields.

The primary key will be a field or combination of fields in a table. There
typically will be many additional fields, each of which contains a type of data.
Examine the project requirements to determine these additional fields.

4. Determine relationships among the tables.

Examine the list of tables you have created to see which tables are
related. When you determine two tables are related, include matching fields
in the two tables.

The most common type of relationship you will encounter between

tables is the one-to-many relationship. This means that each row in the first
table may be associated with many rows in the second table, but each row in
the second table is associated with only one row in the first. The first table is
called the "one" table and the second is called the "many" table.

To determine relationships among tables, you can follow these general

guidelines.
1. Identify the "one" table.
2. Identify the "many" table.
3. Include the primary key from the "one" table as a field in the "many" table.

5. Determine data types for the fields.

For each field, determine the type of data the field can contain.
Each field has a data type. This indicates the type of data that can be stored
in the field. The data types are:

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• Short Text – The field can contain any characters. A maximum number of
255 characters is allowed in a field whose data type is Text.
• Number – The field can contain only numbers. The numbers either can be
positive or negative. Fields are assigned this type so they can be used in
arithmetic operations. Fields that contain numbers but will not be used for
arithmetic operations usually are assigned a data type of Text.
• Currency – The field can contain only monetary data. The values will
appear with currency symbols, such as dollar signs, commas, and decimal
points, and with two digits following the decimal point. Like numeric fields,
you can use currency fields in arithmetic operations. Access assigns a size
to currency fields automatically.
• Long Text – Field can store a variable amount of text or combinations of text
and numbers where the total number of characters may exceed 255
(formerly known as “Memo”).
• Date/Time – Field can store dates and times.
• AutoNumber – Field can store a unique sequential number that Access
assigns to a record. Access will increment the number by 1 as each new
record is added.
• Yes/No – Field can store only one of two values. The choices are Yes/No,
True/False, or On/Off.
• OLE Object – Field can store an OLE object, which is an object linked to or
embedded in the table.
• Hyperlink – Field can store text that can be used as a hyperlink address.
• Attachment – Field can contain an attached file, images, spreadsheets,
documents, charts, and so on can be attached to this field in a record in
the database. You can view and edit the attached file.
• Calculated – A field that has a derived value determined by some function.

6. Identify and remove any unwanted redundancy.

Redundancy is the storing of a piece of data in more than one place.
Redundancy usually, but not always, causes problems, such as wasted space,
difficulties with update, and possible data inconsistency.

7. Determine a location for the database.

The database you have designed will be stored in a single file. You need
to determine a location in which to store the file.

It's important to note that these guidelines provide a general framework,

and specific database design decisions may vary depending on the specific
requirements, technologies, and constraints of each project.

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CASE STUDY 1

Apply your creative thinking and problem solving skills to design and
implement a solution.

Implement the Database Design Guidelines in Book Borrower Database using the
given fields.
First Name Juan
Middle Name J.
Last Name De Juan
Course BSInfoTech
Book Type Magazine
Book Category Science and Technology
Address San Juan City
Date Borrowed January 23, 2024
Date Return January 28, 2024
Date of Birth December 02, 2003
Age 20
Sex Male
Book Title Discover Magazine
Author/Editor Steve George
Penalty 20.00
No. of days borrowed 5
Due Date January 26, 2024
Allowed number of days 3
Year level 2
Section SE-A

SOLUTION:

Identify the tables and determine the primary key and data types for the fields.
Table Name Field Name Data Type
tbl_Students
fld_IDNO Text Primary Key
fld_Fname Text
fld_Mname Text
fld_Lname Text
fld_Address Text
fld_DOB Date/Time
fld_Sex Text

tbl_BookBorrowed
fld_TransNO AutoNumber Primary Key
fld_IDNO Text
fld_CourseID Text
fld_Section Text
fld_YrLevel Number
fld_ControlNo Text
fld_DateBorrowed Date/Time
fld_DateReturn Date/Time

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tbl_BookCategory
fld_BookCategory Text Primary Key

tbl_BookDetails
fld_ControlNo Text Primary Key
fld_BookTitle Text
fld_Author Text
fld_Type Text
fld_Category Text
fld_Penalty Currency
fld_AllowedNoDays Number

tbl_BookType
fld_BookType Text Primary Key

tbl_Author
fld_Author Text Primary Key

tbl_Course
fld_CourseID Text Primary Key
fld_Course Text

tbl_Sections
fld_Section Text Primary Key

Determine the additional fields.

Fields Reason
IDNO This ensures that there are no duplicates and helps in accurately identifying
and retrieving student information.
Transaction No. Provides a unique identifier for each borrowing transaction and ensures that
each borrowing activity is uniquely identified and can be distinguished from
others, preventing confusion and ensuring accurate tracking of library
materials.

Identify and remove any unwanted redundancy.

Fields Reason
Age Can be determined on Date of Birth and allows for consistent and accurate
calculation of age.
Due Date Result of the Allowed number of days and Date Borrowed

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Determine relationships among the tables.

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Lesson 4: What is Microsoft Access?

Microsoft Access has been around for some time, yet people often still ask
me what is Microsoft Access and what does it do? Microsoft Access is a part of
the Microsoft Office Suite. It does not come with all versions of Microsoft Office, so
if you specifically want Microsoft Access make sure the office suite you are
purchasing has it.

Microsoft Access has the look and feel of other Microsoft Office products,
including its layout and navigational aspects. That is where the similarity ends.
Microsoft® Access is a database and, more specifically, a relational database.
This will be explained in more detail later.

Access has an .mdb extension by default, whereas Microsoft® Word has

the .doc extension. Although this has changed in Access 2007 where the extension
is now an accdb extension. Early versions of Access cannot read accdb
extensions, but Microsoft Access 2007 can read and change earlier versions of
Access. The above is a brief overview of what is Microsoft Access (Access File
Format - Microsoft Support, 2023).

What is Microsoft Access made up of?

The Microsoft® Access Database is made up of 7 major components:

• Tables
• Relationships
• Queries
• Forms
• Reports
• Macros
• Modules

The following gives a quick overview of each component.

Tables
The tables are the backbone and the storage container of the data
entered into the database. If the tables are not set up correctly, with the correct
relationships, then the database may be slow, give you the wrong results or not
react the way you expect. So, take a bit of time when setting up your tables.
Queries, forms, etc. are usually based on a table.

The tables that contain data look a bit like a table in Microsoft® Word or a
Microsoft® Excel Spreadsheet, when opened. They have columns and rows as
does a table in Microsoft® Word and an Excel worksheet. Each of the columns will
have a field name at the top and each of the rows will represent a record.

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As an example:

Relationships
Relationships are the bonds you build between the tables. They join tables
that have associated elements. To do this there is a field in each table, which is
linked to each other, and have the same values.

Queries
Are the means of manipulating the data to display in a form or a report.
Queries can sort, calculate, group, filter, join tables, update data, delete data,
etc. Their power is immense. The Microsoft® Access database query language is
SQL (Structured Query Language). The need to know SQL is not required in the
early stages of learning Access. Microsoft® Access writes the SQL for you, after you
tell it what you want, in the Design view of the queries window.

Forms
Forms are the primary interface through which the users of the database
enter data. The person who enters the data will interact with forms regularly. The
programmer can set the forms to show only the data required. By using queries,
properties, macros and VBA (Visual Basic for Applications), the ability to add, edit
and delete data can also be set. Forms can be set up and developed to reflect
the use they will be required for.

Reports
Reports are the results of the manipulation of the data you have entered
into the database. Unlike forms, they cannot be edited. Reports are intended to
be used to output data to another device or application, i.e. printer, fax,
Microsoft® Word or Microsoft® Excel.

Macros
Macros are an automatic way for Access to carry out a series of actions
for the database. Access gives you a selection of actions that are carried out in
the order you enter. Macros can open forms; run queries, change values of a field,
run other Macros, etc. the list is almost endless.

Modules
Modules are the basis of the programming language that supports
Microsoft® Access, The module window is where you can write and store Visual
Basic for Applications (VBA). Advanced users of Microsoft® Access tend to use
VBA instead of Macros. If you would like to learn VBA, I have a simple step by step
lessons.

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All of the above components are persistent; this means that changes are
saved when you move from one component to another, not when the database
is closed, as in a Microsoft® Word Document.

Limitations
The total size of a database file (.MDB) is limited only by the storage
capacity of your PC (Microsoft® quote the maximum database size of 2 Gigabyte
(2000 Megabytes)). These figures are for pre 2007 versions of Microsoft Access.

Very few realistic limitations exist, though here are some parameters:
Maximum table size 1 Gb
No. if fields in a record or table 255
No. of indexes in a table or a record 32
No. of fields in an index 10
No. of tables in a query 32
Maximum size of a form or report 22"
Characters in a memo field 64,000
MDB size 2 Gb
Max Integer 2,147,483,648
Concurrent Users 255
No. of characters in object names 64

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Getting to know Microsoft Access 2016

MS Access 2016 uses the Ribbon to organize commands, just like in MS

Access 2013 and 2010. If you've used these versions before, Access 2016 will feel
familiar. But if you are new to Access or have more experience with older versions,
you should first take some time to become familiar with the Access 2016 interface.

Quick Access Toolbar

Ribbon

Document Tabs Bar

Navigation Pane

Record Navigation Bar Record Search Box

The Ribbon
The Ribbon contains all the commands you will need to perform common
tasks in MS Access. It has multiple tabs, each with several groups of commands.

The Navigation Pane

The Navigation pane displays all the objects contained in your database.
The objects are grouped by type. Double-click an object to open it.

The Quick Access Toolbar

The Quick Access Toolbar lets you access common commands no matter
which tab is selected. You can customize the commands depending on your
preference.

The Document Tabs Bar

All open objects are displayed in tabs on the Document Tabs bar. To view
an object, click its tab.

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The Record Navigation Bar

The Record Navigation bar allows you to navigate records one at a time.
Click the arrows to navigate through the records. You can jump to a specific
record by typing its ID number into the box.

The Record Search Box

You can use the Record Search box to search for any term in the current
object. The first result will be selected automatically. To navigate through
additional results, press the Enter key on your keyboard.

Guide to the Access User Interface

This guide is retrieved from the Microsoft webpage (Guide to the Access
User Interface - Microsoft Support, 2023).

The three main components of the Access user interface are:

The Ribbon is the strip of tabs across the top of the program window that
contains groups of commands.
The Backstage view is the collection of commands that you see on the File
tab on the ribbon.
The Navigation Pane is the pane on the left side of the Access program
window that lets you work with database objects.

These three elements provide the environment in which you create and use
databases.

The Ribbon

The ribbon is the primary replacement for menus and toolbars and provides
the main command interface in Access. One of the main advantages of the
ribbon is that it consolidates, in one place, those tasks or entry points that used to
require menus, toolbars, task panes, and other UI components to display. This way,
you have one place in which to look for commands, instead of a multitude of
places.

When you open a database, the ribbon appears at the top of the main
Access window, where it displays the commands in the active command tab.

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The ribbon contains a series of command tabs that contain commands. In

Access, the main command tabs are File, Home, Create, External Data, and
Database Tools. Each tab contains groups of related commands, and these
groups surface some of the additional new UI elements, such as the gallery, which
is a new type of control that presents choices visually.

The commands that are available on the ribbon also reflect the currently
active object. For example, if you have a table opened in Datasheet view and
you click Form on the Create tab, in the Forms group, Access creates the form,
based on the active table. That is, the name of the active table is entered in the
new form's RecordSource property. Moreover, some ribbon tabs only appear in
certain contexts. For example, the Design tab only appears when you have an
object open in Design view.

You can use keyboard shortcuts with the ribbon. All of the keyboard
shortcuts from an earlier version of Access continue to work. The Keyboard Access
System replaces the menu accelerators from earlier versions of Access. This system
uses small indicators with a single letter or combination of letters that appear on
the ribbon when you press the ALT key. These indicators show what keyboard
shortcut actives the control underneath.

When you have selected a command tab, you can browse the commands
available within that tab.

Select a command tab

1. Start Access.
2. Click the tab that you want.
-or-
1. Start Access.
2. Press and release the ALT key.
The keyboard tips appear.
3. Press the key or keys shown in the keyboard tip on or closest to the
command tab that you want.

You can execute a command a number of different ways. The quickest

and most direct route is to use the keyboard shortcut associated with the
command.

Execute a command
1. Start Access.
2. Click the appropriate tab for the command. The following table shows a
representative sampling of the tabs and the commands available on each
tab. The tabs and the commands available change depending on what
your are doing.

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Command Tab Common things you can do

HOME Select a different view.
Copy and paste from the clipboard.
Set the current font characteristics.
Set the current Font Alignment.
Apply rich text formatting to a memo field.
Work with records (Refresh, New, Save, Delete, Totals,
Spelling, More).
Sort and filter records.
Find records.
CREATE Create a new blank table.
Create a new table using a table template.
Create a list on a SharePoint site and a table in the current
database that links to the newly created list.
Create a new blank table in Design view.
Create a new form based on the active table or query.
Create a new pivot table or chart.
Create a new report based on the active table or query.
Create a new query, macro, module, or class module.
EXTERNAL DATA Import or Link to external data.
Export data.
Collect and update data via e-mail.
Create saved imports and saved exports.
Run the Linked Table Manager.
DATABASE TOOLS Move some or all parts of a database to a new or existing
SharePoint site.
Launch the Visual Basic editor or run a macro.
Create and view table relationships.

The Backstage View

The Backstage view occupies the File tab on the ribbon and contains many
commands. The Backstage view also contains other commands that apply to an
entire database file. When you open Access but do not open a database (e.g.,
you open Access from the Windows Start menu), you see the Backstage view.

In Backstage view, you can create a new database, open an existing

database, and perform many file and database maintenance tasks.

Create a new blank database.

1. Start Access from the Start menu or from a shortcut.
The Backstage view appears.
2. Do one of the following:
o Create a new web database
i. Under Available templates, click Blank web database.

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ii. On the right, under Blank web database, type a name for
your database file in the File Name box or use the one that is
provided for you.
iii. Click Create.
The new database is created, and a new table is opened in
Datasheet view.
o Create a new desktop database
i. Under Available templates, click Blank database.
ii. On the right, under Blank database, type a name for your
database file in the File Name box or use the one that is
provided for you.
iii. Click Create.
The new database is created, and a new table is opened in
Datasheet view.

Access provides a number of templates with the product, and you can
download more from Office.com. An Access template is a predesigned database
complete with professionally designed tables, forms, and reports. Templates give
you a big head start when you create a new database.

Create a new database from a sample template.

1. Start Access from the Start menu or from a shortcut.
The Backstage view appears.
2. Click Sample templates, and then browse the available templates.
3. When you find the template that you want to use, click that template.
4. On the right, in the File Name box, type a file name or use the one that is
provided for you.
5. Click Create.

Access creates the new database from the template and opens it.
You can download additional Access templates from office.com directly from the
Backstage view.

Create a new database from an Office.com template.

1. Start Access from the Start menu or from a shortcut.
The Backstage view appears.
2. Under Office.com Templates pane, click a category and then, when the
templates in that category appear, click a template.
Note: You can also search for a template by using the search box provided.
3. In the File Name box, type a file name or use the one that is provided for
you.
4. Click Download.
Access automatically downloads the template, creates a new database
based on that template, stores it in your documents folder (for example,
the My Documents folder), and opens the database.

When you open (or create and open) a database, Access adds the file
name and location of the database to an internal list of the most recently used

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documents. This list is displayed on the Recent tab of Backstage view so that you
can easily open your most recently used databases.

Open a recently used database

1. Start Access.
2. In Backstage view, click Recent, and then click the database that you want
to open.
Access opens the database.

Open a database from Backstage view

1. Start Access.
2. Click the File tab, and then click Open. When the Open dialog box
appears, browse and select a file, and then click Open.
The database opens.

Navigation Pane

When you open a database or create a new one, the names of your
database objects appear in the Navigation Pane. The database objects include
your tables, forms, reports, pages, macros, and modules.

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To open a database object or apply a command to a database object,

right-click the object and select a menu item from the context menu. The
commands on the context menu vary according to the object type.

Open a database object, such as a table, form, or report

• In the Navigation Pane, double-click the object.
-or-
In the Navigation Pane, select the object, and then press ENTER.
-or-
• In the Navigation Pane, right-click an object, and then click Open.

Note that you can set an option to open objects with a single click in the
Navigation Options dialog box.

The Navigation Pane divides your database objects into categories, and
these categories contain groups. Some categories are predefined for you, and
you can also create your own custom groups.

By default, the Navigation Pane appears when you open a database,

including databases created in earlier versions of Access. You can prevent the
Navigation Pane from appearing by default by setting a program option. The
following set of steps explain how to take each action.

An overview of how to create the components in Microsoft Access 2016:

How to Create a Table

1. Open Microsoft Access 2016.
2. Click on "Blank Database" to create a new database.
3. Give the database a name and save it in a desired location.
4. In the newly created database, click on the "Table Design" button to create
a new table.
5. Define the fields for your table by specifying the field name, data type, and
any additional properties.
6. Save the table and give it a name.

Entering Data into a Table

1. Open the table you have created.
2. Click on the "Datasheet View" button to enter data into the table.
3. Enter sample data into each field of the table.
4. Save the changes.

Creating Queries
1. Click on the "Create" tab and select "Query Design" to create a new query.
2. In the "Show Table" window, select the tables you want to include in the
query and click "Add."
3. Close the "Show Table" window.
4. Drag and drop fields from the tables into the query design grid to specify
which fields to include in the query.

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5. Apply any criteria or sorting options to the query.

6. Run the query to view the results.

Creating Forms
1. Click on the "Create" tab and select "Form Design" to create a new form.
2. In the "Field List" window, select the table that you want to use as the data
source for the form.
3. Drag and drop fields from the table onto the form design grid to include
them in the form.
4. Arrange and format the form elements as desired.
5. Save the form and switch to the "Form View" to interact with the form.

Creating Reports
1. Click on the "Create" tab and select "Report Design" to create a new report.
2. In the "Field List" window, select the table or query that you want to use as
the data source for the report.
3. Drag and drop fields from the data source onto the report design grid to
include them in the report.
4. Arrange and format the report elements as desired.
5. Save the report and switch to the "Report View" to view and print the report.

These procedures will help you get started with Microsoft Access 2016 and
familiarize yourself with its basic features.

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Lesson 5: Introduction to Tables

Tables are essential objects in a database because they hold all the
information or data. For example, a database for a business can have a Contacts
table that stores the names of their suppliers, e-mail addresses, and telephone
numbers. Because other database objects depend so heavily on tables, you
should always start your design of a database by creating all of its tables and then
creating any other objects. Before you create tables in Access, consider your
requirements and determine all the tables that you might need (see Database
Design Guidelines).

Table and field properties

Tables and fields also have properties that you can set to control their
characteristics or behavior.

1. Table properties
2. Field properties

In an Access database, table properties are attributes of a table that affect

the appearance or behavior of the table as a whole. Table properties are set in
the table's property sheet, in Design view. For example, you can set a table's
Default View property to specify how the table is displayed by default.

A field property applies to a particular field in a table and defines one of

the field's characteristics or an aspect of the field's behavior. You can set some
field properties in Datasheet view. You can also set any field property in Design
view by using the Field Properties pane.

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Data types

Every field has a data type. A field's data type indicates the kind of data
that the field stores, such as large amounts of text or attached files.

A data type is a field property, but it differs from other field properties as follows:
• You set a field's data type in the table design grid, not in the Field Properties
pane.
• A field's data type determines what other properties the field has.
• You must set a field's data type when you create the field.

You can create a new field in Access by entering data in a new column in
Datasheet view. When you create a field by entering data in Datasheet
view, Access automatically assigns a data type for the field, based on the
value that you enter. If no other data type is implied by your input, Access
sets the data type to Text. If needed, you can change the data type by
using the Ribbon.

Create a table with Table Design

1. Select Create > Table Design.

2. In the new table, for the first field, enter a field name and a data type.

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3. To set the primary key for the table, select the Field Name cell for the
appropriate field and then select Primary Key.

The Primary Key indicator appears to the left of the field name. You can
change the primary key at any time, but each table can have only one
primary key.

4. Select File > Save, and name the table.

There are many more options when you build and modify tables with Table Design.

• Switch between Design View and Datasheet View for any saved table.
• Designate any field as the table’s primary key.
• Use Builder to create an expression or input mask.
• Test validation rules.
• Insert and delete rows.
• Create lookup lists.
• Create, rename, and delete data macros.
• Define relationships and object dependencies.

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Instructions on How to Add Records to a Table in Datasheet View:

1. To add records to a table in datasheet view, open the desired table in

datasheet view or double-click the table.
2. Click the “New Record” button at the right end of the record navigation
button group. This button group appears in the lower-left corner of the
datasheet view. It is the button with the arrow and asterisk on its face.
3. Then enter the information into the fields in the “New Record” row. It is the
bottommost row in the datasheet view that displays the asterisk at the
left end of the row.
4. When you have finished entering the new record, you can move down to
enter the next new record into the new row that has appeared.
5. Close the table when you are finished adding records.

Note: Data is automatically saved every time it is entered.

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CASE STUDY 2

Apply your creative thinking and problem solving to design and implement
a solution.

Design and Create a Tables in a Database

Design and create a database to store the borrowed books records.

Create the necessary tables, determine the necessary fields and enter some
sample data based in the Case Study 1 in Lesson 3 on page 13.

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Lesson 6: Creating Forms and Reports

Designing forms and reports is a crucial aspect of creating effective user
interfaces and generating organized, informative output in various applications.
Forms are interactive interfaces that allow users to input and submit data, while
reports present processed or analyzed data in a structured format.

Creating a Form
Creating forms for your database can make entering data more
convenient. When you create a form, you can design it in a way that works with
your database and that makes sense to you.

Access makes it easy to create a form from any table in your database.
Any form you create from a table will let you view the data that's already in that
table and add new data. Once you've created a form, you can modify it by
adding additional fields and design controls like combo boxes (Access: Creating
Forms, 2017).

Create using the Form

1. In the Navigation pane, select the table you want to use to create a form. You
do not need to open the table.
2. Select the Create tab, locate the Forms group, then click the Form command.

3. Your form will be created and opened in Layout view.

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4. To save the form, click the Save command on the Quick Access Toolbar.
When prompted, type a name for the form, then click OK.

About Subforms

If you created a form from a table with records that are linked to another
table, your form probably includes a subform. A subform is a datasheet form that
displays linked records in a table-like format. For instance, the subform included in
the Customers form we just created displays linked customer orders.

Subforms are often quite helpful. Depending on the content and source of
your form, you might find that the subform contains useful information, like in the
example below. In our Orders form, the subform contains the name, quantity, and
price of each item contained in the order, which is all useful information.

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Adding additional fields to a form

When you use the Form command on an existing table, all of the fields from
the table are included in the form. However, if you later add additional fields to
the table, these fields will not automatically show up in existing forms. In situations
like this, you can add additional fields to a form.

To add a field to a form:

1. Select the Design tab, then locate the Tools group on the right side of the
Ribbon.
2. Click the Add Existing Fields command.

3. The Field List pane will appear. Double-click the desired field(s).

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4. The field will be added.

You can also use the above procedure to add fields to a totally blank form.
Simply create a form by clicking the Blank Form command on the Create tab,
then follow the above steps to add the desired fields.

To add a field from a different table:

You can also add fields from different tables in your database to the form.
1. From the Field List pane, click Show All Tables.
2. Click the plus sign + next to the table that contains the field you want to add,
then double-click the desired field. The new field will be added.

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Form Design
In Form Design, you can create a blank form in design view from scratch.
You can make advance design changes to forms, such as adding custom control
types and writing code.

Parts of Design View

Form Selector: Click the Form

Selector to select the entire form. Form header: The form header
A D
Double-click it to display the form’s appears at the top of the form.
properties.
Controls group: The Controls group
is where you can add controls to Add Existing Fields button: Click the
B your form. Click a button in the E Add Existing Fields button to display
Controls gallery to create a control the Field List pane.
on the form.
Detail divider: To enlarge the form’s Property Sheet button: Click the
C header, just click and drag the F Property Sheet button to display
header down. the form’s property sheet.

Add a Control
Any graphic object that appears on forms and reports is called a control.
A text box used to enter and display information, a text label, and a button you

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click to print a report would all be examples of controls. Let’s look at how to add
controls in Design View.
1. In Design View, click the control button you want to add from the Controls
group. Some controls, such as buttons or lists, have a wizard that helps you
set them up.

2. If the control you added opens the Control Wizard, navigate through it
and specify the settings you want.

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See the table below for a list of some of the controls you can add and what they
do.
Controls
Click this button and then click the control you want to
select. To select multiple controls, click this button and hold
Select
down the Shift key as you click each control, or drag a
rectangle around all controls you want to select.
Creates a text box that displays information from a table
Text Box
and query. You can also use text boxes to simply enter text.
Creates a static text label that is the same for every record,
Label such as a heading. Most controls already have a text label
attached.
Button Creates a button that runs a macro or Visual Basic function.
Enables you to create tabs (like the ones found in some
Tab Control dialog boxes) to include more than one page of controls on
the form.
Hyperlink Inserts a link to a webpage or file.
Web Browser Inserts a control that allows the database user to access the
Control computer’s web browser.
Navigation
Creates a control that allows the form to be navigated.
Control
Creates a box around a group of option buttons so that the
Option Group user is only allowed to make one selection from the group
box.
Insert Page Break Inserts a page break.
Creates a drop-down box that lets the user enter text or
Combo Box
select an item from a list of options.
Chart Inserts a chart.
Line Enables you to draw a line.
Creates a toggle button that allows you to display and enter
Toggle Button
data from a Yes/No field.
Creates a box that lets the user select an item from a list of
List Box
options.
Rectangle Enables you to draw a rectangle.
Creates a box that is checked or unchecked. Use to enter
Check box
data from a Yes/No field.
Inserts an OLE object that is not bound to a field in the
Unbound Object current database. Use an Unbound Object Frame to display
Frame information from an external source or program, such as a
spreadsheet, graphic, or other file.
Attachment Provides the option to include an attachment.
Creates an option button (or radio button) that allows the
Option Button
user to make a single selection from two or more choices.

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Controls
Option buttons are normally used with the Option Group
control.
Inserts another form within the main form. Use when you
Subform/Subreport
want to show data from a one-to-many relationship.
Inserts an OLE object that is bound to a field in the
Bound Object
database. Use Bound Object Frames to display pictures or
Frame
other OLE information in the database.
Image Displays a picture or graphic file that you specify.

Combo boxes
A combo box is a drop-down list you can use in your form in place of a field.
Combo boxes limit the information users can enter by forcing them to select only
the options you have specified.
Combo boxes are useful for fields that have a limited number of possible valid
responses. For instance, you might use a combo box to make sure people only
enter a valid U.S. state while entering an address, or that they only choose
products that already exist in your database while placing an order.

To create a combo box:

1. In Form Layout view, select the Design tab, then locate the Controls group.
2. Select the Combo Box command, which looks like a drop-down list.

3. Select the desired location for the combo box. A line will appear to indicate
the location where your combo box will be created. In our example, we'll place it
between the City field and the Add to Mailing List? fields.

4. The Combo Box Wizard dialog box will appear. Select I will type in the
values that I want, then click Next.

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5. Type the choices you want to appear in your drop-down list. Each choice
should be on its own row. In our example, we are creating a combo box for
the Add to Mailing List? field in our form, so we will enter all of the possible valid
responses for this field. Users will be able to select one of three choices from our
finished combo box: No, Yes - Weekly, and Yes - Special Events and Offers.

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6. If necessary, resize the column so all of your text is visible. Once you are
satisfied with your list, click Next.

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7. Select Store that value in this field, then click the drop-down arrow and
select the field where you want selections from your combo box to be recorded.
After making your selection, click Next.

8. Enter the label—or name—that will appear next to your combo box.
Generally, it's a good idea to use the name of the field you chose in the previous
step.

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9. Click Finish. Your combo box will appear on the form. If you created your
combo box to replace an existing field, you should delete the first field. In our
example, you might notice that we now have two fields with the same name.
These two fields send information to the same place, so we don't need them both.
We'll delete the one without the combo box.

10. Switch to Form view to test your combo box. Simply click the drop-down
arrow and verify that the list contains the correct choices. The combo box can
now be used to enter data.

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If you want to include a drop-down list with a long list of options and don't
want to type all of them out, create a combo box and choose the first option in
the Combo Box Wizard: I want the combo box to get the values from another table
or query. This will allow you to create a drop-down list from a table field.

Some users report that Access malfunctions while working with forms. If you
have a problem performing any of these tasks in Layout view, try switching to
Design view.

Customizing form settings with the Property Sheet

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The Property Sheet is a pane containing detailed information on your form

and each of its components. From the Property Sheet, you can make changes to
every part of your form, both in terms of function and appearance.

The best way to familiarize yourself with the Property Sheet is to open it
and select various options. When you select an option, Access will display a brief
description of the option on the bottom-left border of the program window.

Pay close attention as you modify your form and its fields. It's possible to
make subtle changes with the Property Sheet. Because there are so many options,
it can sometimes be difficult to remember which one you used to modify each
aspect of your form.

Modifying form settings

There are far too many options in the Property Sheet to discuss them all in
detail. We'll review two useful ones here: hiding fields, and setting fields
with dates to automatically fill in the current date. Practicing these procedures
should also give you a sense of how to work with other Property Sheet settings.

To hide a field:
1. In either Layout or Design view, select the Design tab, then locate
the Tools group. Click the Property Sheet command.

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2. The Property Sheet will appear in a pane on the right. On the form, select the
field you want to hide. In our example, we'll hide the Customer ID field because
we don't want any of our users to try editing it.

3. In the Property Sheet, click the All tab, then locate the Visible option on the
fifth row.
4. Click the drop-down arrow in the column to the right, then select No.

5. Switch to Form view to verify that the field is hidden.

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To set a field to autofill with the current date:

1. In either Layout or Design view, select the Design tab, then locate
the Tools group. Click the Property Sheet command.
2. The Property Sheet will appear in a pane on the right. On the form, select the
field you want to automatically fill in the current date. This must be a field with
the date data type. For our example, we'll select the Pickup Date field on
our Orders form.

3. In the Property Sheet, click the Data tab, then select the Default Value field in
the fourth row. Click the Expression Builder button that appears in the column
to the right.

4. The Expression Builder dialog box will appear. In the Expression Elements list,
click the words Common Expressions.
5. In the Expression Categories list, double-click Current Date.

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6. The expression for Current Date will be added. Click OK.

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7. Switch to Form view to verify that the expression works. When you create a new
record with that form, the date field you modified will automatically fill in the
current date.

Creating Reports

If you need to share information from your database with someone but
don't want that person actually working with your database, consider creating a
report. Reports allow you to organize and present your data in a reader-friendly,
visually appealing format. Access makes it easy to create and customize a report
using data from any query or table in your database.

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Reports give you the ability to present components of your database in an

easy-to-read, printable format. Access lets you create reports from
both tables and queries (Access: Creating Reports, 2017).

1. Open the table or query you want to use in your report. We want to print a list
of cookies we've sold, so we'll open the Cookies Sold query.

2. Select the Create tab on the Ribbon. Locate the Reports group, then click
the Report command.

3. Access will create a new report based on your object.

4. It's likely that some of your data will be located on the other side of the page
break. To fix this, resize your fields. Simply select a field, then click and drag its
edge until the field is the desired size. Repeat with additional fields until all of
your fields fit.

5. To save your report, click the Save command on the Quick Access Toolbar.
When prompted, type a name for your report, then click OK.

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Just like tables and queries, reports can be sorted and filtered. Simply right-
click the field you want to sort or filter, then select the desired option from the
menu.

Deleting fields
You might find that your report contains some fields you don't really need
to view. For instance, our report contains the Zip Code field, which isn't necessary
in a list of orders. Fortunately, you can delete fields in reports without affecting the
table or query where you grabbed your data.

To delete a field in a report:

1. Click any cell in the field you want to delete, then press the Delete key on your
keyboard.

2. The field will be deleted.

When you delete a field, be sure to delete its header as well. Simply select
the header and press the Delete key.

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Printing and saving reports in Print Preview

While you can print reports using commands in Backstage view, you can
also use Print Preview. Print Preview shows you how your report will appear on the
printed page. It also allows you to modify the way your report is displayed, print it,
and even save it as a different file type.

To print a report:

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1. From the Home tab, click the View command, then select Print Preview from the
drop-down list. Your report will be shown as it will appear on the printed page.

2. If necessary, modify the page size, margin width, and page orientation using the
related commands on the Ribbon.

3. Click the Print command.

4. The Print dialog box will appear. Set any desired print options, then click OK. The
report will be printed.

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Saving reports
You can save reports in other formats so they'll be viewable outside of
Access. This is called exporting a file, and it allows you to view and even modify
reports in other formats and programs.

Access offers options to save your report as an Excel file, text file, PDF,
and HTML document, among other file types. Experiment with the different export
options to find the one that best suits your needs.

To export a report
1. From the Home tab, click the View command, then select Print Preview from
the drop-down list.
2. Locate the Data group on the Ribbon.
3. Select one of the file type options, or click More to see options to save your
report as a Word or HTML file.

4. A dialog box will appear. Select the location where you want to save the
report.
5. Enter a file name for the report, then click Publish.

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6. A dialog box will appear to notify you that your file has been successfully
saved. Click Close to return to your report.
7. Some export options will cause the Export Wizard to appear. Simply follow the
instructions to export your report.

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CASE STUDY 3

Apply your creative thinking and problem solving to design and implement
a solution.

Design and Create a Restaurant Database

Your school is sponsoring a conference that will draw participants from a

wide geographical area. The conference director has asked for your help in
preparing a database of restaurants that might be of interest to the participants.
At a minimum, she needs to know the following: the type of restaurant (vegetarian,
fast-food, fine dining, and so on), street address, telephone number, and opening
and closing times and days. Because most of the participants will stay on campus,
she also would like to know the approximate distance from campus. Additionally,
she would like to know about any unique or special features the restaurants may
have.
Design and create a database to meet the conference director’s needs.
Create the necessary tables, determine the necessary fields, enter some sample
data, and prepare a sample report to show the director.

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Lecture 7: Database Query

In Microsoft Access, a database query is a request for information from a
database. It is a way to retrieve and manipulate data stored in tables within the
Access database. Queries allow you to search for specific data, perform
calculations, combine data from multiple tables, update records, and more.

Different methods to create and execute queries in MS Access

1. Query Design View

This method allows you to visually design your query using a graphical
interface. You can select tables, define criteria, specify fields, and set sorting
options using the Query Design View.

2. SQL View
SQL (Structured Query Language) is a standard language for interacting
with databases. In MS Access, you can directly write SQL statements in the SQL
View to create queries. It gives you more control and flexibility over the query
design.

Here's a simple example of an SQL query in MS Access that retrieves all

records from a table named "Customers":

This query will return all the fields and records from the "Customers" table.

Queries can also include conditions, calculations, and joins to combine

data from multiple tables. For example, you can filter records based on specific
criteria, perform aggregate functions like SUM or AVG, and join tables based on
common fields.

Once you create a query, you can save it and reuse it whenever needed.
MS Access provides options to run queries, view their results, and even create
forms or reports based on the query output.

Note that MS Access has a limit on the complexity and size of databases it
can handle. For larger or more complex database systems, you may need to
consider using other database management systems like Microsoft SQL Server or
MySQL (Introduction to Queries - Microsoft Support, 2023).

A database query in MS Access refers to the process of retrieving and

manipulating data from a database using SQL (Structured Query Language)
statements or visual tools provided by MS Access (Bjork, 2022).

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Various purposes of Queries in MS Access

• Data Retrieval
Queries can be used to retrieve specific data from one or more tables
based on specified criteria. You can filter records, sort data, and extract
the required information from the database.

• Data Manipulation
Queries allow you to modify existing data in the database. You can
update, insert, or delete records in one or more tables using SQL statements
or visual tools.

• Data Calculation and Aggregation

Queries enable you to perform calculations and aggregate functions
on the data. For example, you can calculate the total sales, average
prices, or count the number of records that meet certain conditions.

• Data Joining
MS Access queries allow you to combine data from multiple tables using
join operations. This enables you to retrieve information from related tables
based on common fields.

• Data Validation
Queries can be used to enforce data integrity by checking and
validating data against predefined rules or conditions. This ensures that the
data entered into the database meets specific criteria.

• Report and Form Generation

MS Access queries can serve as the basis for generating reports and
forms. You can design reports and forms that display the results of queries,
providing a customized and organized view of the data.

Queries in MS Access can be created using the Query Design View, where
you can visually define the query criteria, or by writing SQL statements directly in
the SQL View. These queries can be saved and reused whenever necessary,
allowing for efficient data retrieval and manipulation in the database (Chapple,
2020).

One-Table Queries

In this lesson, we will explore how to create a simple one-table query in MS

Access 2016. To create a simple one-table query in MS Access 2016, you can
follow these steps:

1. Open MS Access 2016 and click on the "Create" tab.

2. In the "Tables" tab, open the "Show Table" dialog box.

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3. Double-click on the table you want to use for your query.

4. In the table, double-click on the fields that you want to include in the query.
5. Arrange these fields in the query design grid. After arranging the fields in the
query design grid, you can customize the criteria for the query by adding
specific conditions or criteria. Additionally, you can choose the sort order for
the results and set calculations or expressions for the selected fields.
6. Once you have completed customizing the query, you can run it to view the
results. To run the query, simply click the "Run" button in the query design
toolbar.

Creating one-table queries is a fundamental skill in Microsoft Access and

can be used to retrieve specific data from a single table based on various criteria.
It's a powerful tool for data analysis and reporting, allowing you to extract the
exact information you need from your database.

We will run a query on the Customers table of our bakery database. Let's
say our bakery is having a special event, and we want to invite our customers who
live nearby because they are the most likely to come. This means we need to see
a list of all customers who live close by, and only those customers.

We want to find our customers who live in the city of Raleigh, so we'll search
for "Raleigh" in the City field. Some customers who live in the suburbs live fairly close
by, and we'd like to invite them as well. We'll add their zip code, 27513, as another
criteria.

If you think this sounds a little like applying a filter, you're right. A one-table
query is actually just an advanced filter applied to a table.

To create a simple one-table query:

1. Select the Create tab on the Ribbon, and locate the Queries group.
2. Click the Query Design command.

3. Access will switch to Query Design view. In the Show Table dialog box that
appears, select the table you want to run a query on. We are running a
query on our customers, so we'll select the Customers table.

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4. Click Add, then click Close.

5. The selected table will appear as a small window in the Object Relationship
pane. In the table window, double-click the field names you want to
include in your query. They will be added to the design grid in the bottom
part of the screen. In our example, we want to mail invitations to customers
who live in a certain area, so we'll include the First Name, Last Name, Street
Address, City, and Zip Code fields.

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6. Set the search criteria by clicking the cell in the Criteria: row of each field
you want to filter. Typing criteria into more than one field in the Criteria: row
will set your query to include only results that meet all criteria. If you want to
set multiple criteria but don't need the records shown in your results to meet
all of them, type the first criteria in the Criteria: row and additional criteria
in the or: row and the rows beneath it. Because we want to find customers
who either live in Raleigh or in the 27513 zip code, we'll type "Raleigh" in the
City field and "27513" into the or: row of the Zip Code field. The quotation
marks will search these fields for an exact match.

7. After you have set your criteria, run the query by clicking the Run command
on the Design tab.

8. The query results will be displayed in the query's Datasheet view, which looks
like a table. If you want, save your query by clicking the Save command in

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the Quick Access Toolbar. When prompted to name it, type the desired
name, then click OK.

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EXERCISE: Retrieving Data with Queries

Scenario:
You are working with an MS Access database that contains two tables:
"Customers" and "Orders." The "Customers" table has the following fields:
CustomerID, CustomerName, Email, and Country. The "Orders" table has the
following fields: OrderID, CustomerID, ProductName, Quantity, and OrderDate.
Your goal is to retrieve specific information using queries.

Tasks:

1. Retrieve the details of all customers from the "Customers" table.

2. Retrieve the names of customers who are from the country "USA."
3. Retrieve the order details (OrderID, ProductName, and Quantity) for orders
placed on or after a specific date.
4. Retrieve the total quantity of each product ordered from the "Orders" table.
5. Retrieve the customers who have placed orders along with their order
count.

Note: You can use either the Query Design View or the SQL View to create the
queries.

Solutions:

1. SELECT * FROM Customers;

2. SELECT CustomerName FROM Customers WHERE Country = 'USA';
3. SELECT OrderID, ProductName, Quantity FROM Orders WHERE OrderDate
>= #specific_date#;
4. SELECT ProductName, SUM(Quantity) AS TotalQuantity FROM Orders
GROUP BY ProductName;
5. SELECT Customers.CustomerName, Count(Orders.OrderID) AS OrderCount
FROM Customers INNER JOIN Orders ON Customers.CustomerID =
Orders.CustomerID GROUP BY Customers.CustomerName;

Feel free to replace "#specific_date#" in Task 3 with an actual date value.

Remember to adjust the table and field names if they differ in your database.

These exercises will help you practice retrieving data using queries in MS
Access, and you can modify and expand upon them to further explore the
capabilities of database queries.

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CASE STUDY 4

Apply your creative thinking and problem solving to design and implement
a solution.

Querying the Restaurant Database

Use the restaurant database you created in Case Study 3 in Lesson 6 on

page 57.

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Lecture 8: Data Warehouses

Data warehouses have become an integral part of modern organizations,
enabling them to centralize and analyze data from various sources. In this lecture,
we will explore the concept of data warehouses, their importance, and how they
support business intelligence activities.

What is Data Warehouse?

A data warehouse is a centralized repository that integrates and stores

data from various sources within an organization. It is designed to support business
intelligence activities such as reporting, analysis, and decision-making.

Data warehouses are distinct from operational databases, which are

optimized for transactional processing. In contrast, data warehouses are
optimized for querying and analyzing large volumes of data. They provide a
consolidated and historical view of data, enabling organizations to gain insights
and make data-driven decisions.

Data warehouses are structured in a way that facilitates efficient data

retrieval and analysis. They typically employ techniques such as dimensional
modeling, which organizes data into dimensions (descriptive attributes such as
time, product, and location) and measures (numeric facts such as sales, revenue,
or quantities). This organization allows for easy navigation and analysis of data.

The process of creating a data warehouse involves several steps, including

data extraction, transformation, and loading (ETL). Data is extracted from various
sources, transformed to ensure consistency and compatibility, and loaded into the

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data warehouse. This ETL process ensures that the data in the warehouse is clean,
standardized, and suitable for analysis.

Data warehouses serve as a foundation for business intelligence activities.

They enable organizations to generate reports, perform ad-hoc queries, and
conduct data analysis to gain insights into their operations, customer behavior,
and market trends. Data visualization tools can be integrated with data
warehouses to present the information in a visually appealing and easily
understandable format (Data Warehouse, 2023).

In addition to supporting historical analysis, data warehouses are also

evolving to incorporate real-time and streaming data processing. This allows
organizations to analyze data as it is generated, providing timely insights for faster
decision-making. Furthermore, data warehouses are integrating advanced
analytics techniques, such as machine learning and artificial intelligence, to
enhance data analysis, prediction, and anomaly detection capabilities.

Purpose and Importance of Data Warehouses

Data warehouses serve several important purposes within organizations:
• Integration: They provide a single, unified view of data from disparate
sources, enabling organizations to gain insights from all relevant data.
• Historical Analysis: By storing historical data, data warehouses allow
organizations to identify trends, patterns, and anomalies over time.
• Decision-Making: Data warehouses support data-driven decision-making
by providing reliable and relevant information to decision-makers.
• Business Intelligence: They serve as a foundation for business intelligence
activities such as reporting, analysis, and visualization.

Components of Data Warehouses

Data warehouses consist of several key components:
• Data Sources: These can include operational databases, external systems,
spreadsheets, and other relevant sources of data.
• ETL Process: Extract, Transform, Load (ETL) is the process of extracting data
from various sources, transforming it to ensure consistency and
compatibility, and loading it into the data warehouse.
• Data Warehouse Database: This is the central repository where the
integrated and transformed data is stored.
• Business Intelligence Tools: These tools enable data analysis, reporting, and
visualization to derive insights from the data warehouse.

Data Integration in Data Warehouses

Data integration is a crucial aspect of data warehouses. It involves
consolidating data from various sources into a unified format. The process
includes:
• Data Extraction: Retrieving data from different source systems, such as
operational databases, spreadsheets, and external sources.

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• Data Transformation: Cleaning, filtering, and standardizing the data to

ensure consistency and compatibility.
• Data Loading: Loading the transformed data into the data warehouse,
where it is organized for analysis and reporting.

Data Modeling in Data Warehouses

Data modeling plays a vital role in the design and structure of data
warehouses. Two popular data modeling techniques are:
• Dimensional Modeling: This approach organizes data into dimensions and
measures. Dimensions represent descriptive attributes such as time,
product, and location, while measures are numeric facts such as sales,
revenue, or quantities.
• Star Schema: In this schema, a central fact table is surrounded by
dimension tables. This design simplifies data retrieval and analysis.
• Snowflake Schema: This schema expands on the star schema by further
normalizing dimension tables into sub-dimensions. It allows for more
complex data modeling.

Data Quality in Data Warehouses

Ensuring data quality is crucial for accurate analysis and decision-making.
Data quality processes in data warehouses involve:
• Data Cleansing: Removing duplicates, errors, and inconsistencies from the
data.
• Data Standardization: Ensuring consistent formats, values, and units across
different data sources.
• Data Validation: Verifying data integrity and correctness through validation
rules and checks.
• Data Governance: Establishing processes and controls to maintain data
quality over time.

Data Analysis and Reporting

Data warehouses provide a platform for data analysis and reporting,
enabling organizations to gain valuable insights. Key aspects include:
• Ad-Hoc Queries: Users can run on-demand queries to explore the data and
answer specific questions.
• Reporting Tools: Data warehouses integrate with reporting tools that allow
for the creation of standardized reports and dashboards.
• OLAP (Online Analytical Processing): OLAP enables multidimensional
analysis of data, allowing users to slice, dice, and drill down into data for
deeper insights.
• Data Visualization: Presenting data through visual means such as charts,
graphs, and dashboards makes it easier to interpret and communicate
insights.

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Scalability and Performance

As data volumes grow, data warehouses need to be scalable and
performant. Techniques used for scalability and performance optimization
include:
• Indexing: Creating indexes on frequently accessed columns for faster data
retrieval.
• Partitioning: Dividing large tables into smaller, manageable partitions for
improved performance.
• Aggregations: Pre-calculating summary data to speed up query execution.

Data Security in Data Warehouses

Data security is paramount in data warehouses to protect sensitive
information. Key security measures include:
• Access Controls: Implementing role-based access control and user
authentication to ensure authorized access to data.
• Encryption: Encrypting data in transit and at rest to prevent unauthorized
access.
• Data Masking: Anonymizing or masking sensitive information to protect
privacy.
• Auditing and Monitoring: Monitoring data access, changes, and system
activity to identify and prevent security breaches.

Evolving Trends in Data Warehouses

Data warehouses continue to evolve to meet changing business needs.
Some notable trends include:
• Integration of Big Data: Incorporating unstructured and semi-structured
data sources, such as social media, sensor data, and log files, for
comprehensive analysis.
• Real-time Data Processing: Near real-time or streaming data analysis
enables organizations to gain immediate insights for timely decision-
making.
• Machine Learning and AI Integration: Advanced analytics techniques are
being integrated into data warehouses to enhance analysis, prediction,
and anomaly detection capabilities.
• Cloud-Based Data Warehouses: Cloud platforms offer scalable, cost-
effective, and flexible options for data warehousing.

Data warehousing architecture

These architectural designs (star schema, snowflake schema, and data
cubes) provide different ways to structure and organize data within a data
warehouse. The choice of architecture depends on factors such as the complexity
of the data, the analytical requirements, and the performance considerations of
the data warehousing system (Data Warehouse Schema, 2019).

1. Star Schema
The star schema is a simple and widely used data warehousing
architecture. It consists of a central fact table surrounded by dimension tables.

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The fact table contains the numeric measures or facts of interest, such as sales
revenue or quantities, while the dimension tables store descriptive attributes or
dimensions, such as time, product, and location.

In a star schema, the fact table is directly connected to the dimension

tables through foreign key relationships. This design creates a star-like structure,
with the fact table at the center and the dimension tables radiating outwards.
The star schema allows for quick and efficient querying of data, as it simplifies
joins and provides a denormalized structure.

2. Snowflake Schema
The snowflake schema is an extension of the star schema. It adds additional
levels of normalization to the dimension tables, resulting in a more normalized
structure. In a snowflake schema, dimension tables may be further broken
down into multiple tables, creating a hierarchical or snowflake-like structure.

The normalization in the snowflake schema helps reduce redundancy and

improve data integrity. However, it can make querying more complex
compared to the star schema, as it requires joining multiple tables to retrieve
information. The snowflake schema is beneficial when dealing with large and
complex dimensions that may have many attributes or hierarchies.

3. Data Cubes
Data cubes, also known as multidimensional cubes or OLAP cubes, provide
a multi-dimensional view of data for analysis. They organize data into a multi-
dimensional array, where each axis represents a different dimension or
attribute. The intersections of these dimensions form cells that store
aggregated values or measures.

Data cubes allow for efficient and rapid analysis of data across multiple
dimensions. Users can slice (select a subset of data along one dimension), dice
(select a subset of data along multiple dimensions), and drill down (navigate
from higher-level summaries to detailed data) to gain insights from the data.

The cube structure facilitates OLAP (Online Analytical Processing)

operations, enabling advanced analysis such as roll-ups (aggregating data to
higher-level summaries), drill-downs (navigating to lower-level details), and
slicing and dicing for multidimensional analysis.

Data cubes can be implemented using various technologies, such as

relational databases with specialized OLAP tools, or dedicated
multidimensional databases specifically designed for cube-based analysis.

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EXERCISES

Additional practical exercises you can try in MS Access 2016:

Exercise 1: Creating a Database and Tables

1. Launch MS Access 2016 and create a new Blank Database.

2. Create a table called "Employees" with the following fields:
• EmployeeID (AutoNumber, Primary Key)
• FirstName (Text)
• LastName (Text)
• Department (Text)
• Salary (Currency)

Exercise 2: Designing Forms

1. Open the "Employees" table in Design View.

2. Add a new field called "Email" with the data type "Text."
3. Save the changes to the table.
4. Create a new form using the Form Wizard, selecting the "Employees" table
as the data source.
5. Customize the form by rearranging the fields, resizing them, and adding
labels.
6. Save the form as "EmployeeForm" and open it in Form View.

Exercise 3: Building Queries

1. Create a new query using the Query Wizard.

2. Select the "Employees" table as the data source and choose the fields:
"FirstName," "LastName," and "Salary."
3. Add a criterion to only display employees with a salary greater than
$50,000.
4. Save the query as "HighSalaryQuery" and run it to view the results.

Exercise 4: Generating Reports

1. Create a new report using the Report Wizard.

2. Select the "Employees" table as the data source and choose the fields:
"FirstName," "LastName," "Department," and "Salary."
3. Group the report by the "Department" field.
4. Customize the report layout by adjusting font styles, adding headers, and
footers.
5. Save the report as "SalaryReport" and preview it to see the results.

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Exercise 5: Creating Relationships

1. Create a new table called "Departments" with the following fields:

• DepartmentID (AutoNumber, Primary Key)
• DepartmentName (Text)
2. Add a new field called "DepartmentID" to the "Employees" table and set it
as a Number data type.
3. Create a relationship between the "Departments" and "Employees" tables,
linking the "DepartmentID" fields.
4. Ensure referential integrity is enabled for the relationship.
5. Test the relationship by adding a new department in the "Departments"
table and assigning an employee to it in the "Employees" table.

These exercises should help you practice creating databases, designing

forms, building queries, generating reports, and establishing relationships in MS
Access 2016. Feel free to explore more features and functionalities of Access to
enhance your skills further.

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CASE STUDY 5

Apply your creative thinking and problem solving to design and implement
a solution.

Design and Create a Database

Form a group of five members and apply what you have learned in
database management system to real-world business scenarios. Present the
database system according to the provided rubric.

Assessment Rubric for Data Analysis Presentation

AY ___________________
________ Semester
CC 105 (Fundamentals of Database System)

Group:

Needs
Criteria Excellent (5) Good (4) Fair (3) Poor (2) Improvement SCORE
(1)
Functionality All required Most required Some required Few required Most required
features are fully features are features are features are features are
functional. functional. functional. functional or dysfunctional.
significant errors
are present.
Usability Intuitive interface, Interface is mostly Interface requires Interface is Interface is highly
easy to navigate. intuitive. some learning. confusing or confusing.
difficult to
navigate.
Efficiency Fast performance, Acceptable Performance is Significant Unusable due to
minimal latency. performance slow under load. performance performance
under load. issues under any issues.
load.
Design & Well-organized Structure is mostly Structure needs Structure is Structure is
tables, logical. some disorganized or chaotic or
Structure relationships, and improvement. lacks coherence. nonexistent.
queries.
Data Integrity Data validation Data integrity Some data Insufficient data No data integrity
and error handling measures mostly integrity measures validation or error measures
implemented in place. implemented. handling. implemented.
effectively.
Scalability Database can Some provisions Limited scalability Database cannot Database crashes
scale effectively for scalability options. scale with growing or fails with more
with growing data. exist. data. data.
Security Robust security Basic security Some security Security measures No security
measures in measures measures in are inadequate. measures
place, access implemented. place. implemented.
controls
implemented
effectively.
Overall Exceptional Solid database Functional but Major flaws Unusable due to
database system, system with minor needs detract from numerous flaws.
Quality exceeds flaws. improvement. functionality.
expectations.

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forms/1/

Access: Creating Reports. (2017). https://edu.gcfglobal.org/en/access/creating-

reports/1/

Access file format - Microsoft Support. (2023). https://support.microsoft.com/en-

us/office/which-access-file-format-should-i-use-012d9ab3-d14c-479e-b617-
be66f9070b41?ui=en-us&rs=en-us&ad=us

Basic Database Concepts - GeeksforGeeks. (2024).

https://www.geeksforgeeks.org/basic-database-concepts/

Bjork, D. (2022). Microsoft Access: Understanding the Power of Access Queries.

https://thesoftwarepro.com/microsoft-access-queries/

Chapple, M. (2020). How to Create a Simple Query in Microsoft Access 2000.

https://www.lifewire.com/simple-queries-in-microsoft-access-4091921

Data Warehouse. (2023). https://www.astera.com/type/blog/data-warehouse-

definition/

Data Warehouse Schema. (2019). https://www.softwaretestingclass.com/data-

warehouse-schema-star-and-snowflake/

Guide to the Access user interface - Microsoft Support. (2023).

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Introduction to queries - Microsoft Support. (2023).

https://support.microsoft.com/en-us/office/introduction-to-queries-
a9739a09-d3ff-4f36-8ac3-5760249fb65c

Kurtz, L. A. (1984). An introduction to database management systems. Program,

18(1), 1–15. https://doi.org/10.1108/eb046869

Shelly, G. B., Cashman, T. J., & Vermaat, M. E. (2008). Database Management

(Essential Concepts and Techniques in Microsoft Access 2007).

Silberschatz, A., Korth, H. F., & Sudarshan, S. (2011). Database system concepts.
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