Teach Yourself Access 2013 Advanced

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TERMS OF USE

© LEARN NEW SKILLS FROM HOME 2009. Please note that no part of this document may be reproduced in any form or by any means (including photocopying or storing it in any medium) without written permission from Paul Buggs.

GUIDE FORMAT

The TEACH YOURSELF ACCESS 2013 ADVANCED guide was created in the following format: Although operating systems (Windows 7, Windows 8 or higher) and text style requirements will not encumber the completion of this guide, it is advised that learners use the recommended (by Microsoft) 1024x768 or higher screen resolution when using Microsoft Office 2013; this is due to a dynamic ribbon being used, which adjusts the amount of options displayed depending on visible space. PUBLISHED BY: Paul Buggs 37 Balmoral Road Sutton-At-Hone Dartford Kent DA4 9EZ UK Web: www.learn-new-skills-from-home.com Email#1: [email protected]

Email#2: [email protected]

Tel: (+44) 0796-3291694 THIRD EDITION: Data Files: www.learn-new-skills-from-home.com/our-courses/resources/work-files.html Updates: www.learn-new-skills-from-home.com/our-courses/resources/updates.html Second Site: https://sites.google.com/site/learnnewskillsfromhome All reasonable precautions have been made in the preparation of this document, including both technical and non-technical proofing. At LEARN NEW SKILLS FROM HOME we work to the highest quality, if a learner finds any discrepancies within this document, please do not hesitate to contact us.

HEADING 1 STYLE – Cambria 18pt HEADING 2 STYLE - Cambria 14pt BODY TEXT - Cambria 12pt SCREEN RESOLUTION – 1360x768 MICROSOFT OFFICE – 2013 OPERATING SYSTEM – Windows 7 or higher

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TEACH YOURSELF

ADVANCED ACCESS 2013 BY PAUL BUGGS


CONTENTS

INTRODUCTION

TEACH YOURSELF Teach Yourself via Visual Learning ................................................................................................................ 6 Units covered within this Guide ...................................................................................................................... 6 About the Author ................................................................................................................................................... 6 Acknowledgements .............................................................................................................................................. 7

QUALIFICATIONS Overview .................................................................................................................................................................. 7 ECDL (ICDL) Advanced Modules ..................................................................................................................... 7 ECDL (ICDL) Expert .............................................................................................................................................. 7 ITQ Advanced ......................................................................................................................................................... 8 Testing Centres ...................................................................................................................................................... 8 Sample Tests ........................................................................................................................................................... 8

GUIDE How to use this Guide .......................................................................................................................................... 9 Software Requirements ...................................................................................................................................... 9 Updates ..................................................................................................................................................................... 9 Downloading Work-Files ................................................................................................................................ 10 Key Symbols ......................................................................................................................................................... 10

ADVANCED DATABASE UNIT

ACCESS 2013 Layout ..................................................................................................................................................................... 12 The Microsoft Office Button ........................................................................................................................... 13 Ribbon .................................................................................................................................................................... 14 Quick Access Toolbar ........................................................................................................................................ 14

SYLLABUS Areas Covered ..................................................................................................................................................... 15

OVERVIEW History .................................................................................................................................................................... 16 VBA ......................................................................................................................................................................... 16 Shortcuts................................................................................................................................................................ 16

ACCESS SPECIFICATIONS & LIMITS General – Attribute ............................................................................................................................................ 17 Query – Attribute ............................................................................................................................................... 18 Table – Attribute ................................................................................................................................................ 18 Form & Report – Attribute ............................................................................................................................. 19 Macro Attribute .................................................................................................................................................. 19


DATABASE CONCEPTS Development & Use ........................................................................................................................................... 20 Models .................................................................................................................................................................... 20 Structured Query Language ........................................................................................................................... 20

TABLES & RELATIONSHIPS Primary Keys........................................................................................................................................................ 20 Foreign Keys ........................................................................................................................................................ 21 Join Types .............................................................................................................................................................. 21 Relationship Types ............................................................................................................................................ 21 Referential Integrity .......................................................................................................................................... 21 Input Masks .......................................................................................................................................................... 22 Formatting Fields ............................................................................................................................................... 27 Relationships ....................................................................................................................................................... 30

QUERIES Query Criteria ...................................................................................................................................................... 43 Duplicate Records Query................................................................................................................................. 47 Query Date Formula .......................................................................................................................................... 51 Sort Data ................................................................................................................................................................ 55 Query Profit Formula ........................................................................................................................................ 59 Delete Query ........................................................................................................................................................ 63 Wildcards .............................................................................................................................................................. 68 Crosstab Query .................................................................................................................................................... 72 Show Highest Range of Values in a Query ................................................................................................ 76 Query SUM Function ......................................................................................................................................... 81 Lookup Query ...................................................................................................................................................... 84 Update Query ....................................................................................................................................................... 89 Append Query ...................................................................................................................................................... 93 Make Table Query .............................................................................................................................................. 98

FORMS Form Themes ..................................................................................................................................................... 104 Command Buttons ........................................................................................................................................... 109 Add Subform ...................................................................................................................................................... 113 Add Control Properties .................................................................................................................................. 120 Form Controls .................................................................................................................................................... 124 Form Tab Controls ........................................................................................................................................... 134 Form Properties ............................................................................................................................................... 139

REPORTS Report Fields ...................................................................................................................................................... 144 Delete Subreport .............................................................................................................................................. 107 Report Calculations ......................................................................................................................................... 150 Report Fields ...................................................................................................................................................... 154 Report Page Breaks ......................................................................................................................................... 157

ENHANCING PRODUCTIVITY Macros .................................................................................................................................................................. 161 Print Screen ........................................................................................................................................................ 163 Print Specific Records .................................................................................................................................... 167 Delete Data.......................................................................................................................................................... 169


Exporting Data .................................................................................................................................................. 171 Importing Data .................................................................................................................................................. 173

TEST AREA Practice Tests ..................................................................................................................................................... 177 Completed Criteria .......................................................................................................................................... 178 Test Structure .................................................................................................................................................... 179 Advanced Database Unit Test#1 ................................................................................................................ 180 Advanced Database Unit Marking Scheme Test#1 ............................................................................. 183 Advanced Database Unit Test#2 ................................................................................................................ 184 Advanced Database Unit Marking Scheme Test#2 ............................................................................. 187

REFERENCE Index...................................................................................................................................................................... 188


INTRODUCTION www.learn-new-skills-from-home.com


TEACH YOURSELF VIA VISUAL LEARNING Visual learning is a teaching and learning style in which images, pictures or colours are used to gain information for studying. Visual learning forms part of the three basic learning styles which includes the Kinesthetic (learning that takes place via physical activity as opposed to listening or watching) and Auditory (learning that takes place via listening) learning styles. Generally visual learners also have a good sense of spatial awareness (sense of direction) and often like to draw and scribe. At LEARN NEW SKILLS FROM HOME, we strive to help self-study learners achieve their goals by providing affordable learning materials without compromising on quality. All our study materials are designed for the VISUAL LEARNER and use easy-to-follow, step-by-step instructions, illustrated throughout via screen shots. This easy-to-use visual guide covers advanced features in the popular Microsoft Office Access 2013 application. Additional learning support supplied includes examination checks, shortcut tips, test structures and underpinning knowledge. Learners will also have FREE access to our online Members’ Area (12 months access), which has additional question and answer snippets, job search facilities, qualification updates and a learner’s forum. The Advanced (level 3) unit covered within this guide incorporate the, internationally recognised ECDL Advanced (European Computer Driving Licence), ICDL Advanced (International Computer Driving Licence) and the nationally (UK) recognised syllabus for the “Information Technology Qualification” (ITQ) certification.

UNITS COVERED WITHIN THIS GUIDE

Units covered within this guide include some of the world’s most popular ICT (Information Communication Technology) applications, which utilise the Microsoft Office suite of programs. Units covered: ECDL Advanced Databases ICDL Advanced Databases

ABOUT THE AUTHOR

Paul Buggs is a certified Microsoft Office Master Instructor who has delivered ICT (Information Communication Technology) training materials for both private and public educational providers for over a decade. In 2009 Paul founded LEARN NEW SKILLS FROM HOME to help self-study learner's achieve their educational goals using quality study guides that incorporate both maximum learning flexibility and cost-effectiveness.


ACKNOWLEDGMENTS

- www.ecdlexpert.co.uk - www.bcsitq.co.uk -www.ecdl.org - www.learn-new-skills-from-home.com - www.learn-new-skills.co.uk - www.home-study-courses.org - www.office.microsoft.com - www.bcs.org - en.wikipedia.org

QUALIFICATIONS

The ECDL Foundation offers globally recognised ICT (Information Communication Technology) certifications, which many leading corporations/governments (IBM, IKEA, Ministry of Defence, Post Office, Bank of England, Shell and Pfizer) have adopted as their prerequisite ICT benchmark for employees. The quality and reputation of the Foundation has been built on over a decade of experience in successfully delivering ICT certification to over 9 million people, in 41 languages, covering 148 countries around the world. The ECDL (European Computer Driving Licence) qualification was established in 1997 and due to its success the ICDL (International Computer Driving Licence) was established shortly after in 1999 for the international market outside Europe. Both the ECDL and ICDL certifications are global recognised qualifications and have the same syllabus and test structures, the only difference being the ECDL is designated for European (ECDL) countries the ICDL for regions outside Europe. Further information including qualification news and updates can be found on the ECDL Foundation website - www.ecdl.org

ECDL (ICDL) ADVANCED MODULES

ECDL Advanced (Word-Processing, Spreadsheets, Databases and Presentations) units/modules are set as level 3 (A-Level) qualifications in the UK by QCF (Qualifications and Credit Framework). Advanced units/modules are designed for learners who have intermediate/advanced skills in ICT and wish to gain a worldwide-recognised certification.

ECDL (ICDL) EXPERT Learners who successfully pass four ECDL Advanced units/modules can claim the “ECDL (ICDL) Expert” certification at no extra cost. Further information can be found on the ECDL Expert website - www.ecdlexpert.co.uk

http://www.bcsitq.co.uk/

http://www.ecdl.org/


ITQ ADVANCED UNIT

The ITQ (Information Technology Qualification) unit “Improving Productivity Using IT” was introduced in 2010 to allow learners (UK only) to use their ICT skills and knowledge to manipulate commonly used IT tools and improve their overall productivity. ITQ certifications consist of a portfolio of qualifications which replaced the NVQ "National Vocational Qualifications" for IT and computing units. ITQ is a UK nationally recognised programme, which has been designed by employers to meet the needs of today's businesses. The ITQ Improving Productivity Using IT unit can be mapped to the ECDL portfolio and once added to four ECDL Advanced (level 3) modules enables learners to claim the “ITQ Level 3 in IT User Skills” certification provided by BCS (British Computer Society). Candidates only need to successfully achieve one of three available (Word, Excel or PowerPoint) advanced scenario based assignments to gain the ITQ certification. ITQ Advanced units can be completed by both manually and automated test methods. Further information about ITQ Units can be found on the BCS/ITQ website - www.bcsitq.co.uk

TESTING CENTRES

ECDL (ICDL) Advanced examinations incur no registration fees but examinations cost approximately £70 per exam (prices may vary). Candidate identification is required usually in the form of a utility bill and passport or driving licence. Learners are advised to book their desired examination date 10-14 days prior. In September 2012, manual tests for ECDL Advanced units/modules were replaced with industry standard e-assessments. E-assessments offer many advantages over manual tests, including instant results and a breakdown of a candidate’s strengths and weaknesses. ITQ Advanced learners must register at their local testing centre (10-14 days recommended), prior to their first examination, identification is required usually in the form of a utility bill and passport or driving licence. A one off administration fee may be incurred of approximately £50 - £70 (prices may vary). For further information please contact your local testing centre. There are literary 1000's of ECDL Advanced, ICDL Advanced and ITQ Advanced test centres around the UK and 10,000’s globally. Please visit the BCS website to find your nearest test centre - http://apps.bcs.org/fac/

SAMPLE TESTS

Additional ECDL Advanced, ICDL Advanced and ITQ Advanced sample tests are available for FREE via the ECDL website:

http://www.ecdl.org

http://www.bcsitq.co.uk/


HOW TO USE THIS GUIDE

This guide covers Advanced (level 3) features using popular Microsoft Office 2013 applications. As this guide is set at level 3 (A-Level) it is aimed at learners who have some prior knowledge of the application/s they wish to study. Learners can use this guide to complete individual or several (Word-Processing, Spreadsheets, Databases or PowerPoint) units/modules. Learners who wish to complete all five units/modules can study them in any order enabling them to concentrate on areas of most importance first.

SOFTWARE REQUIREMENTS

ECDL and ITQ Units are non vendor-specific, which means examinations can be taken using a variety of software (Lotus Notes, Microsoft Office, Open Office etc…) packages. For the purposes of this training guide we have selected the “Microsoft Office 2013 Suite”. The Office 2013 suite of applications is predominately used within most companies globally and therefore enables learners to maximize their prospects in finding employment and enhancing their careers. Additionally Office 2013 applications can be used virtually via the Office 365 service and are designed to be integrated into Windows 8, utilising touch screen technology. To complete the unit/modules within this guide, learners will need access to a PC (Windows 7 or higher operating system) and Microsoft Office 2013. Free 60 day trials of Microsoft Office 2013 can be downloaded via the Microsoft website at:

UPDATES

To reflect any syllabus, exam and guide updates we have supplied an updates page, where learners can access and download any recent changes:

http://www.learn-new-skills-from-home.com/our-courses/resources/updates.html (Second Site) https://sites.google.com/site/learnnewskillsfromhome/updates

http://office.microsoft.com


DOWNLOADING WORK-FILES

All required work-files for this training guide are supplied within the “Advanced” folder of the learners chosen application (Word, Excel, Access and PowerPoint) and are available for 24/7 download at:

KEY SYMBOLS

Exam Checks

Test Structure

Shortcut Tips

Underpinning Knowledge

http://www.learn-new-skills-from-home.com/our-courses/resources/work-files.html (Second Site) https://sites.google.com/site/learnnewskillsfromhome/home


ADVANCED DATABASE UNIT USING ACCESS 2013 www.learn-new-skills-from-home.com


ADVANCED DATABASE UNIT

The Advanced Database Unit covers advanced features, shortcuts, examination checks and underpinning knowledge related to Microsoft Office Access 2013 certifications. The Advanced Database unit is designed to enable learners to complete complex tasks in a Database (Microsoft Access) application. Advanced tasks include creating relationships between tables, designing and using queries to create tables, forms and calculations, wildcards and macros.

ACCESS 2013 LAYOUT

In Office 2013 each application is assigned its own color-coded start screen, blue for Word, green for Excel, red for Access and orange for PowerPoint. When Access 2013 is opened it displays a list of recently opened workbooks, built in workbook templates (Custom web app option set as default) available, additional online template search facility and Open Other Files option to search for local documents on disk or in a SkyDrive (Microsoft online storage area) folder. At the top right of the screen login details of any current SkyDrive accounts are displayed. The 2013 layout is designed to help new users find their way around more easily, and more experienced users appreciate having all options in one place at startup.

RECENT FILES

BLANK DESKTOP DATABASE

SKYDRIVE LOGIN DETAILS

When an existing Access database is opened it is generally set as Datasheet View as default. Datasheet View is ideal for users to get the best perspective of the

databases layout. Database views can vary, depending on whichever view the user last edited (Pivot Table View,

Pivot Chart View and Design View) and saved the database in.

When a Blank (new) Database is created in Access it is opened in Design View as default. Design View is ideal for users to get the best perspective of designing the

database structured.


THE MICROSOFT OFFICE BUTTON

In Office 2013 the Office Button (FILE tab) has been updated both cosmetically (text appears capitalised) and functionally (when selected a new screen appears, making it easier to view commands and menu options). Menu options include New, Open, Save, Save As, Print and Options button (for accessing additional commands). Once the user has accessed their desired function they can return to the main screen via the Back button option.

MENU OPTIONS

BACK BUTTON OPTION

OPTIONS BUTTON

COMMAND OPTIONS

Select the Alt + T + O keys to activate the Word Options

dialog box.


RIBBON

Microsoft Access 2013 unlike some previous versions (2000, 2003) uses a “Ribbon” interface to issue commands. The Ribbon is located near the top of the window, below the “Quick Access Toolbar”. At the top of the Ribbon are several tabs; clicking a tab will display several related command groups. Within each group are linked command buttons. Additionally a dialog box launcher is located in the bottom-right corner of several groups, clicking the dialog box launcher option will give access to extra commands. It is advised that learners use the recommended (by Microsoft) 1024x768 or higher screen resolution when using Microsoft Office 2013; this is due to a dynamic ribbon being used, which adjusts the amount of options displayed depending on visible space.

QUICK ACCESS TOOLBAR

The “Quick Access Toolbar” is located by default at the top of the Access window and provides quick access to tools that are used frequently. The Quick Access Toolbar can be customized by adding and removing commands to it.

MORE COMMANDS OPTION


Before starting any test questions learners should make sure the

“Minimize the Ribbon” option is deselected on the quick access toolbar

otherwise the Office Ribbon will be minimized every time you click on the database. Select the Ctrl +F1 keys to

activate the Ribbon option.

RIBBON TAB COMMAND BUTTONS/OPTIONS

DIALOG BOX LAUNCHER


SYLLABUS AREAS COVERED

Due to the new ECDL (ICDL) Advanced syllabus version 2.0 overhaul, the four Advanced ECDL and ICDL modules (Word-Processing, Spreadsheets, Databases and Presentations) have been updated, making the questions more relevant for modern day usage. The marking structure for the new ECDL (ICDL) Advanced syllabus v2.0 is still the same as in the previous v1.0 syllabus with 20 questions a required pass mark of 15 out of 20 (75%) and 1 hour time limit. The full v2.0 syllabus can be downloaded via the ECDL website – www.ecdl.org SPECIFICATIONS & LIMITS DEVELOPMENT & USE MODELS STRUCTURED QUERY LANGUAGE PRIMARY KEYS FOREIGN KEYS JOIN TYPES RELATIONSHIP TYPES REFERENTIAL INTEGRITY INPUT MASKS FORMATTING FIELDS RELATIONSHIPS QUERY CRITERIA DUPLICATE RECORDS QUERY QUERY DATE FORMULA SORT DATA QUERY PROFIT FORMULA DELETE QUERY WILDCARDS CROSSTAB QUERY SHOW HIGHEST RANGE OF VALUES IN A QUERY QUERY SUM FUNCTION APPEND QUERY LOOKUP QUERY MAKE TABLE QUERY UPDATE QUERY FORM THEMES COMMAND BUTTONS ADD SUBFORM ADD CONTROL PROPERTIES FORM CONTROLS FORM TAB CONTROLS FORM PROPERTIES REPORT FIELDS

DELETE SUBREPORT REPORT CALCULATIONS REPORT FIELDS REPORT PAGE BREAKS MACROS PRINT SCREEN PRINT SPECIFIC RECORDS DELETE DATA EXPORTING DATA IMPORTING DATA


OVERVIEW

The following guide covers advanced features, shortcuts, examination checks and underpinning knowledge related to Microsoft Office Access 2013 certifications. Once you have worked your way through the guide and are satisfied that you understand the information provided attempt the Advanced Database tests located at the end of this unit.

HISTORY

A Database is used to organise a collection of data by storing, managing and retrieving the information in digital form. Microsoft Access is a Database management system that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. Access is a member of the Microsoft Office Suite of applications, included in the professional and higher editions of the suite (or sold separately). Access supports (2007 onwards) the file format ACCDB, which replaced the previous MDB version. The first version of Microsoft Access (1.1) was released in November 1992, available via seven 1.44 MB diskettes. At first the software worked well with relatively small databases but testing showed that some circumstances caused data corruption; this included file sizes over 10 MB. With the phasing out of Windows 95, 98 and ME, improved network reliability, and Microsoft having released 8 service packs for the Jet Database Engine, the reliability of Access databases improved and it now supports both more data and a larger number of users.

VBA

Microsoft Access like other Office applications is supported by Visual Basic for Applications (VBA), an object-oriented programming language that can reference a variety of objects including Data Access Objects (DAO), ActiveX Data Objects and many other ActiveX components. Access is a Database management system that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. Access is a member of the Microsoft Office Suite of applications, included in the professional and higher editions of the suite (or sold separately).

SHORTCUTS

KEY FORM OR REPORT VIEWS

F4 Toggle the property sheet tab

DOWN ARROW or UP ARROW Move among choices in the control drop-down list one item at a time

PAGE DOWN or PAGE UP Move among choices in the control drop-down list five items at a time

TAB Move to the property sheet tabs from the control drop-down list

LEFT ARROW or RIGHT ARROW

Move among the property sheet tabs with a tab selected, but no property selected


TAB With a property already selected, move down one property on a tab

CTRL+TAB Toggle forward between tabs when a property is selected

CTRL+SHIFT+TAB Toggle backward between tabs when a property is selected

KEY TABLE OR QUERY VIEWS

F4 Toggle the property sheet tab

LEFT ARROW or RIGHT ARROW

With a tab selected, but no property selected, move among the property sheet tabs

CTRL+TAB Move to the property sheet tabs when a property is selected

TAB Move to the first property of a tab when no property is selected

TAB Move down one property on a tab

SHIFT+TAB Move up one property on a tab; or if already at the top, select the tab itself

CTRL+TAB Toggle forward between tabs when a property is selected

CTRL+SHIFT+TAB Toggle backward between tabs when a property is selected

ACCESS SPECIFICATIONS & LIMITS

GENERAL - ATTRIBUTE MAXIMUM

Total size for an Access 2010 database (.accdb), including all database objects and data

2 gigabytes, minus the space needed for system objects.

Total number of objects in a database 32,768

Number of modules (including forms and reports that have the HasModule property set to True)

1,000

Number of characters in an object name 64

Number of characters in a password 14

Number of characters in a user name or group name

20

Number of concurrent users 255


QUERY -ATTRIBUTE MAXIMUM

Number of tables in a query 32*

Number of joins in a query 16*

Number of fields in a recordset 255

Sort limit 255 characters in one or more fields

Number of levels of nested queries 50*

Number of characters in a cell in the query design grid

1,024

Number of characters for a parameter in a parameter query

255

Number of AND operators in a WHERE or HAVING clause

99*

Number of characters in an SQL statement Approximately 64,000*

TABLE - ATTRIBUTE MAXIMUM

Number of characters in a table name 64

Number of characters in a field name 64

Number of fields in a table 255

Number of open tables 2,048 including linked tables and the tables opened internally by Access

Table size 2 gigabyte minus the space needed for the system objects

Number of characters in a Text field 255

Number of characters in a Memo field 65,535 when entering data through the user interface; 1 gigabyte of character storage when entering data programmatically

Size of an OLE Object field 1 gigabyte

Number of indexes in a table 32 including indexes created internally to maintain table relationships, single-field and composite indexes.

Number of fields in an index or primary key 10


Number of characters in a validation message 255

Number of characters in a validation rule including punctuations and operators

2,048

Number of characters in a field or table description

255

Number of characters in a record (excluding Memo and OLE Object fields) when the UnicodeCompression property of the fields is set to Yes

4,000

Number of characters in a field property setting 255

FORM & REPORT -ATTRIBUTE MAXIMUM

Number of characters in a label 2,048

Number of characters in a text box 65,535

Form or report width 22,75 in. (57.79 cm)

Section height 22.75 in. (57.79 cm)

Number of levels of nested forms or reports 7

Number of fields or expressions that you can sort or group on in a report

10

Number of printed pages in a report 65,536

Number of controls and sections that you can add over the lifetime of the form or report

754

Number of characters in an SQL statement that serves as the Recordsource or Rowsource property of a form, report, or control (both .accdb and .adp)

32,750

MACRO -ATTRIBUTE MAXIMUM

Number of actions in a macro 999

Number of characters in a condition 255

Number of characters in a comment 255

Number of characters in an action argument 255


DEVELOPMENT & USE

The life cycle of a database is the cycle of development and changes that a relational database goes through during the course of its life. The life cycle typically consists of the following stages:

MODELS

A Database model is a type of data model that determines the logical structure of a database and fundamentally determines in which manner data can be stored, organized, and manipulated. Examples a database model include the Relational model, which uses a table-based format and the Hierarchical model which is used to organizing a database with multiple one too many relationships. The structure is based on the rule that one parent can have many children but children are allowed only one parent.

STRUCTURED QUERY LANGUAGE

Structured Query Language (SQL) is a standard database language for Relational Database Management Systems (RDBMS). SQL allows data insertion, queries, updates, deletions modification and data access control.

TABLES & RELATIONSHIPS

Access can sustain relationships between different data tables, this allows it to correlate data in many ways and

ensure the consistency (referential integrity) of this data from table to table.

PRIMARY KEY

The Primary Key of a relational table uniquely identifies each record in the table; indicators used include Social Security, NHS and Passport numbers unique to each person/record).

USER REQUIREMENTS

LOGICAL DESIGN

DATABASE CREATION

DATA ENTRY

DATA MAINTENANCE

INFORMATION RETRIEVAL


FOREIGN KEY

A Foreign Key is a field in a relational table that matches the Primary Key column of another table. The Foreign Key can be used to cross-reference tables.

JOIN TYPES

Access has two join types (inner and outer) based on equality of matching fields or columns. In Access the inner join is set as the default join type. Inner joins combine rows from two tables or queries on the provision that both values (compatible data types and similar data) in the joined fields match. This means that if one table or query does not have a matching field in the other table or query, neither row appears in the query's results. An outer join, on the other hand, includes rows even if they do not have matching fields in the joined table.

RELATIONSHIP TYPES

One-to-many relationships

One-to-many relationships are the most common relationship used when creating relational databases. The relationship is based on a row in a table that can be associated with one or (likely) more rows in another table. An example of a one-to-many relationship is a single order has many items on that order.

One-to-one relationship

One-to-one relationships are based on a row in a table that is associated to one and only one row in another table. An example of a one-to-one relationship is a person can have one social security number and a social security number can only be assigned to one person. In most cases there is no need for a one-to-one relationship as the contents of the two tables can be combined into one table.

Many-to-many relationships

Many-to-many relationships are based on one or more rows in a table that are associated with one or more rows in another table. An example of a many-to-many relationship is a table of customers who can purchase many different products and a table of products that can be purchased by many different customers.

REFERENTIAL INTEGRITY

Referential integrity is a relational database concept, which states that table relationships must always be consistent. Any foreign key field must agree (compatible data types and similar data) with the primary key that is referenced by the foreign key. Any primary key field changes must be applied to all foreign keys, or not at all. The same restriction also applies to foreign keys.


INPUT MASKS

Open the LNSFH database located in the Advanced Databases folder by double clicking it.

A Security Warning maybe displayed this is due to Access security levels being set to detect Macros. Learners will inevitably encounter a Macro type question in the official Advanced Access Exam, simple select the Enable Content button to continue.

LNSFH DATABASE

ENABLE CONTENT BUTTON

When the LNSFH database is opened in Access 2013 a Security

Warning message maybe displayed.

Double clicking databases will open them automatically in

Access.

If the Database opens in another application (Lotus Notes, OpenOffice etc…) then you may not

have Access set as your default Database (right click the databases icon and select the “Open With,

Microsoft Office Access” options) software. Alternatively Microsoft Office Access may not be installed on your machine. Free 30-60 day trials

are available for download at:

http://office.microsoft.com


Select the Tables option from the Category drop-down list.

Select and open the Staff Details table form the Tables category list by double clicking it.

The Table will open in Datasheet View.

CATEGORY DROP-DOWN LIST

TABLES OPTION

STAFF DETAILS TABLE

DATASHEET VIEW

TABLES CATEGORY LIST


Select the HOME tab (if required) located on the ribbon. Select the View option within the Views group.

The TABLE TOOLS section will be automatically displayed on the ribbon with the DESIGN tab selected.

The Staff Details table will be displayed in Design View.

Select the Start Date field by clicking on it.

VIEWS GROUP

HOME TAB

DESIGN VIEW

START DATE FIELD

DESIGN TAB

TABLE TOOLS SECTION

VIEW OPTION


Select the General tab (if required) located at the bottom of the database window, type in the following code ##/##/#### (short date format) into the Input Mask section.

Select the Office Button (FILE) tab.

Select the Save option from the drop-down list.

Select the DESIGN tab (if required) located within the TABLE TOOLS section on the ribbon.

SHORT DATE INPUT MASK CODE

GENERAL TAB

DESIGN TAB

Input Masks can be used in Access to ensure that users enter correctly formatted

data into related fields, such as phone numbers in a

telephone field.

TABLE TOOLS SECTION

OFFICE BUTTON

Select the Ctrl + S keys to activate the

Save option.

SAVE OPTION Users can also use the Save ( ) option on the Quick Access Bar located in the top left corner of

the application.


Select the Datasheet View option located within the Views group.

The data displayed within the Start Date field will be shown according to the Input Mask criteria.

Select the Close option located within the Staff Details table.

DATASHEET VIEW OPTION

INPUT MASK DATE CRITERIA

ERROR MESSAGE

VIEWS GROUP

It is advisable to Test the input mask by typing an invalid date. An error message will be displayed. Delete the invalid date and press the Esc key on

the keyboard to exit the error.

INVALID DATE FORMAT

CLOSE OPTION Select the Ctrl + W keys

to activate the Close option.


FORMATTING FIELDS

Open the LNSFH database (if required) located in the Advanced Databases folder by double clicking it. Select and open the Expenditure table by double clicking it in the Tables category list.

Select the HOME tab (if required) located on the ribbon.

Select the Design View option within the Views group.

The Expenditure table will be displayed in Design View.

HOME TAB

DESIGN VIEW OPTION

VIEWS GROUP

EXPENDITURE TABLE

DESIGN VIEW


Select the Other field by clicking on it.

Select the General tab (if required) located at the bottom of the database window. Select the Format field drop-down list and select the Euro currency format.

The data type of the Other field has now been changed to display in Euro currency format.

Select the Save option from the Quick Access Toolbar.

OTHER FIELD

GENERAL TAB

EURO CURRENCY FORMAT

FORMAT FIELD



SAVE OPTION Select the Ctrl + S keys

to activate the Save option.


Select the DESIGN tab (if required) located in the TABLE TOOLS section on the ribbon.

Select the Datasheet View option from the Views group.

The Other field is now displaying the Euro currency format.

Select the Close option located within the Expenditure table.

DATASHEET VIEW OPTION

VIEWS GROUP


OTHER FIELD

DESIGN TAB



TABLE TOOLS SECTION

A Field Name can be up to 64 characters long including spaces. A Field can be up to 255 characters long including

spaces.


The Save As box will be displayed. In the Macro Name: box, enter the text “Close Form” then select the OK button.

The new Close Form macro will be displayed in the Macros category list to the left of the application.

Select the Close option located within the Close Form macro.

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SAVE AS BOX

MACRO NAME

MACROS CATEGORY LIST



CLOSE FORM MACRO

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