Microsoft Office/Create a basic two table database with reports

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Microsoft Office/Create a basic two table
database with reports
Vocabulary
Database - a collection of organized data that allows you to look up, edit or report on it.
Table -
Record - The rows in a table that contain information about a given person, product, or event.
Field - The columns in a table that contain a specific piece of information like the city, state, or phone number.
Query - The ability to access the data by asking questions. Getting out all the companies that are in a certain city,
or all the clients with the last name of Smith.
Forms - Attractive layouts used for entering or looking up records in a table.
Reports - Attractive layouts used for printing out the data with sophisticated presentation.
Web Page - A SharePoint for information that is stored in Access so it can be seen on the web.
Primary Key - a unique identifier for a record. There can be only one. Every record must have a different value
in a field that is set up to be a primary key. If it is a table of products and the PRODUCT ID is the primary key,
no two records can have the same ID.
Data type - Specifying the type of data a certain field will hold. Access needs to know if you are going to work
with a number, text, a time/date or a hyperlink.
Field Size - Specifying how large the field will be. Access needs to know how large a text box needs to be created
to hold text type data.
Design view - A view that allows you to manipulate how data will be created, stored, and displayed on the screen
and in reports.
Datasheet view - A view of a table that is much like a spreadsheet. It allows you to enter in your information
quickly.
Report View - Once you create a report, you need to turn it to report view to preview it on the screen.
Form View - Once you create a form, you need to turn it to form view to enter data, or use if for lookup.
Form Layout - Once you create a form, you need to turn it to layout view if you wish to move items around on
your form.
Report Wizard - A tool that allows you to create a report by simply choosing what table and fields in the table
you want to display. The report is built for you very quickly.
Lesson
What is a database?
A database is a collection of organized tables. Each table is a collection of related records. Each record gives
information about one item and is made up of many fields. Each field is one specific piece of information.
In this figure you can see the Clients Table is open in the Access work area. It contains 10 records, one for each
client. There are nine fields: Client number, Client name, Street Address, City, State, Zip Code, Amount Paid, Type
of Advertisement, and Employee.
Microsoft Office/Create a basic two table database with reports
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Guidelines
Before you start to create a database, there needs to be a lot of planning. The first question should be: What is the
purpose of the database? I usually want to know, what do I want to be able to pull back out of the database. So I
guess I work backwards from the reports to figure out what will need to be put in.
1. 1. What is the purpose of the database
2. 2. Who all will use the database
3. 3. What will each type of user need to be able to do
What reports does each user need
What forms does each user need
What transactions will each user need to document
4. 4. Determine the tables that you will need
5. 5. Determine the primary key fields
6. 6. Determine all other fields that you will need in each table
7. 7. Determine data types for each field
8. 8. Determine field size for each field
9. 9. Determine the relationship between the tables
10. 10. Determine what fields will need to link the tables together
11. 11. Remove any redundancy in the tables
Requirements
The yearbook staff need to keep track of their yearbook ad sales to the businesses in the community. In order to do
this they will need to track the businesses of the community and what businesses have purchased ads, what types of
ads they have purchased and if they have paid. They will also need to keep track of each student, in this case
employee, to determine who has sold the ads.
The staff will need to keep track of two basic groups of data, the businesses and the yearbook staff members. For this
example we will call the businesses - Clients, and the staff members - Employees.
For the clients we will need to know:
Client Number
Client Name
Street Address
City
State
Zip Code
Amount Paid
Type of Advertisement
Employee Number
For the Employees we will need to know:
Employee Number
Last Name
First Name
Street Address
City
State
Zip Code
Number of Ads Sold
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Dollar Value Sold
Name the tables and fields
They must not be longer then 64 characters
You can use letters, integers, spaces, and some punctuation marks
They cannot contain: periods (.), exclamation points(!), asterisks(*), question marks(?), accent marks(`) or square
brackets([])
The same name cannot be used twice
Pick a logical naming convention so you can find your information quickly
Use upper cases to start words - Client Name
Use no space between words - ClientName
Use an underscore between words - Client_Name
We will call the two tables: Clients and Employees
Primary Keys
Each table needs to have a primary key. This is the one value in each table that can not be repeated, it is considered
the look-up value. This field is used to easily access all the data for one record and usually has a short field length.
For this example we will use the:
Employee Number
Client Number
Relationships between tables
When you design a database you need to be able to tie the data together. In most databases you have one table that is
used once and tied to many records in another table. In this example the Client is used once, and each client is tied to
an employee. So, each record in the employee table is used many times. This is called a One to Many relationship.
Employee A works with
Client 1
Client 2
Client 3
Client 4
Data types
When you are creating the fields you also need to think about what type of data you are collecting in each field. Here
is a run down of each data type:
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Structure of the Client Table
Data Type Description
Text 255 Characters of any type of character including numbers
Memo Used when you want more than 255 characters of space and can contain any type of character
Number Only numbers that are used for some type of arithmetic manipulation. If you do not plan on adding, subtracting, multiplying or
dividing the number it is safer to make it type text.
Currency Used for money and will auto-format to contain the dollar sign, commas and a two digit decimal.
Date/Time Used when you are going to store a date or a time
AutoNumber This field will start at 1 for the first record and each additional record will be one higher. This is great for use with invoice numbers.
Yes/No This field is a check box that stores either yes/no, true/false, or on/off.
OLE Object An object linked or embedded in the table
Hyperlink Text that can be used as a hyperlink address
Attachment This field will contain an attached file. This is handy if you are doing an on-line application and want have the user attach a resume.
Redundancy
The point to using a database instead of a spreadsheet is the ability to link tables together. This is useful for reducing
redundancy.
Redundancy is the repetition of the same data over and over again. For example if you are tying clients to
employees, you would not want to have to tie the same employee name, address, city, state, and zip to every record.
Instead you can link them both together with an employee number and store the data in separate files.
By storing the data in separate file it reduces the risk that data will not be updated properly. Think about if an
employee moves and the employee data is in the same table as the clients. You would have to go through all the
records that had that employee and change the same data for each record that employee works with.
Client Table
From the Access Window click on the:
Create Tab
Go to the TABLE Group on the far left of the ribbon
Click on the TABLE button
Click on View and Design View
Click on OK
Then fill in the fields on the design view of the form to follow the structure of the table below. You will need to enter
the field name, data type, and field size as the arrows above show.
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Structure of the Client Table
Field Name Data Type Field Size Primary Key
Client Number Text 4 Yes
Client Name Text 25 No
Street Address Text 30 no
City Text 20 no
State Text 2 no
Zip Code Text 5 no
Amount Paid Currency no
Type of Advertisnment text 20 no
Employee Number text 2 no
Once you are done putting in the field definitions then you will need to put in the data.
Click on VIEW
Click on Datasheet View
Then you can enter the data just like a spreadsheet.
HINT: If you do not like entering the data this way you can click on FORM and and it will create a form for you to
enter the data into a form.
Client Table Data
Client
Number
Client Name Street Address City State Zip
Code
Amount
Paid
Type of
Advertisement
Employee
Number
ROLA Rosken LLC Accountants 592 Main St Suite
1
Meeker CO 81641 $40.00 Page Sponsor KA
COAV Coulter Aviation 921 Market Street Meeker CO 81641 $50.00 Business Card DW
MEAI Meeker Airport 921 Market Street Meeker CO 81641 $40.00 Page Sponsor WS
BRLA Brooks Laurie J Appraiser 889 Main Street Meeker CO 81641 $250.00 Full Page Ad EJ
ROMO Rocky Mountain
Bowstrings
696 Main Street Meeker CO 81641 $50.00 Business Card WS
ANTO Ann Toney PC Attorney PO Box 1022 Meeker CO 81641 $40.00 Page Sponsor EJ
ZABR Zagar-Brown Trina K
Attouney
685 Main Street
Suite 5
Meeker CO 81641 $150.00 Half Page Ad KA
BOKE Borchard Kent A
Attourney
335 6th St #1 Meeker CO 81641 $50.00 Business Card KA
MECO Meeker Collision Center 43904 Hwy 13 Meeker CO 81641 $40.00 Page Sponsor DW
NOAU Northwest Auto 485 Market Street Meeker CO 81641 $50.00 Business Card EJ
After you are done putting in all the data for the Clients you are ready to create the table for the employees and put in
that data. You will follow the same steps as above.
1. 1. Go to Create - Table
2. 2. Go to View - Design View
3. 3. Name the table Employees
4. 4. Set up the fields as list in the table below
Microsoft Office/Create a basic two table database with reports
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Employee Table
Structure of the Employee Table
Field Name Data Type Field Size Primary Key
Employee Number Text 2 Yes
Last Name Text 20 No
First Name Text 20 No
Street Address Text 30 no
City Text 20 no
State Text 2 no
Zip Code Text 5 no
Number of Ads Sold number 2 no
Dollar value of Ads Sold Currency no
Once you have created the fields for the table then go to VIEW - Datasheet View and type in the data as listed
below.
Employee Table Data
Employee # Last Name First Name Street Address City State Zip Code # of Ads sold $ value of Ads sold
KA Kippers Amanda 123 Malle Street Meeker CO 81641 3 $240.00
DW Downing Will 312 Howe Drive Meeker CO 81641 2 $90.00
EJ Eston Jim 213 Pawnee Way Meeker CO 81641 3 $340.00
WS Wilson Sophie 332 Wilbert Way Meeker CO 81641 2 $90.00
Create a form
The easiest way to create a form is to have the table open that you want the form to populate.
Click on the Create Tab
Go to the Forms Group
Click on FORM
The from is created and you are in layout view. You can move items around from this view, but when you are ready
to enter data you will need to change to Form View.
Go to the HOME Tab
Click View
Click Form View
Start entering data.
If you want to look through the records then use the buttons at the bottom of the screen they are just like those on all
the electric devices you all use today.
If you want to enter new data then click on the button that is the blue arrow pointing right with a star. Enter in the
new data for the first field
Press TAB to go to the next field
Press SHIFT+TAB to go to the previous field
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Press TAB at the end of the fields on the screen will save that record and bring you to the next empty record.
Print a table
To print a table have the table open:
Go to the Office Button
Click Print arrow
Click on Print Preview
Change it to landscape if needed
Adjust the margins if needed
NOTE: You do not have the printing control like you did with Excel, if you need a better format that is when we
create a report.
Create a report
Close all the tables and forms.
Click on the CREATE tab
Go to the REPORTS group
Click on REPORT WIZARD
Set the table to Clients
Click on the greater than sign to move the selected field to the right (fields on the right are put into the report)
Move the following fields to the report:
Client Number
Client Name
Amount Paid
Type of Advertisement
Employee Number
Click on NEXT
For this report we will not do any groupings and will leave this for a more advanced topic
Click NEXT
Click the Drop down and choose the Employee Number (This will sort the report by employee number giving a
list of clients for each employee.)
Click Next
Leave this set to tabular, you are welcome to play with this and see what each one will do.
click Next
Look at the different styles and choose the type that you like the best
Click on NEXT
Type in the name of the report
This is the name that will print across the top of the report so watch your typo's
Click FINISH
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Print a report
Go to the office button and click on PRINT
Project
Create a database to keep track or a business of your choosing. You must have:
multiple tables - most of you will need four tables
Client table (with at least 10 records)
Client number
First name
Last name
Street address
PO Box
City
State
Zip Code
Phone number
Employee number - depending on your business
other fields that fit your business
Employee table
Employee number
Last name
First name
Street address
PO Box
City
State
Zip Code
Phone number
Pay Rate (if this fits your business)
Other fields that fit your business
Inventory or Services table (depending on your business)
Item Code
Item Description
Item Cost
Sales or Appointment table (depending on your business)
Invoice number - auto number
Client Code
Employee Code
Time
Date
Service or item
Quantity of item or length of time on service (if this fits business)
You can have more tables to keep track of your business if you need
Create a form for entering data and looking up data
Create a report that matches your business such as:
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Invoice
Billing Summary
Appointment Schedule
Turn in a print out of:
each table
each report
Rubric
Create a Business Database
Standards 1 point 2 points 3 points 4 points 5 points
Choose a
business
that fits
your
interests
Could not
identify a
business,
teacher
assigned one.
Identified a business that
could not be investigated
or one that did not merit
investigation.
Identified, with adult help,
a business which could be
investigated.
Identified, with adult help,
a business which was
interesting to the student
and which could be
investigated.
Independently identified a
business which was
interesting to the student
and which could be
investigated.
Creates
Tables for
Business
Some tables in
the database
had a function
and clearly
served to
illustrate some
aspect of the
business.
Each table in the database
had a function and clearly
served to illustrate some
aspect of the business.
Some tables had most
fields that were correctly
labeled with name, data
type and size.
Each table in the database
had a function and clearly
served to illustrate some
aspect of the business.
Most tables had most
fields that were correctly
labeled with name, data
type and size.
Each table in the database
had a function and clearly
served to illustrate some
aspect of the business. All
tables had most fields that
were correctly labeled with
name, data type and size.
Each table in the database
had a function and clearly
served to illustrate some
aspect of the business. All
tables had fields that were
correctly labeled with
name, data type and size.
Creates
Forms for
Business
Creates a form
for a table
Creates a form with adult
assistance that allows for
easy data entry and
retrieval from a table.
Creates a form with no
adult assistance that allows
for easy data entry and
retrieval from a table.
Accurately creates a form
with some assistance that
allows for easy data entry
and retrieval from a table.
Accurately creates a form
with no adult assistance
that allows for easy data
entry and retrieval from a
table.
Creates a
Report for
the Business
Creates row for
total
A report is created for the
sales or appointments
table.
A report is created for the
sales or appointments table
that shows understanding
of why the report is
needed. The title is
descriptive.
A report is created for the
sales or appointments table
that clearly shows
understanding of why the
report is needed. The title
is descriptive, and the data
is sorted.
A report is created for the
sales or appointments table
that clearly shows
understanding of why the
report is needed. The title
is descriptive, and the data
is sorted in an appropriate
manner.
Prints
Tables and
Reports for
the Business
Missing 4 or
more items
Missing 3 items Missing 2 items Missing 1 item or the
Report prints on more than
one page
All tables and forms are
printed correctly, stapled
with the report on top, and
name on the back.
Article Sources and Contributors
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Article Sources and Contributors
Microsoft Office/Create a basic two table database with reports Source: http://en.wikibooks.org/w/index.php?oldid=2504822 Contributors: Adrignola, Mpfau, QuiteUnusual, Xania, 10
anonymous edits
License
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