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Database
MODULE I
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ICTL for Secondary School - Microsoft Access Module
Module Summary:
At the end of the module, students should be able to open, name, save
file and close database.
Meaning of database
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ICTL for Secondary School - Microsoft Access Module
There are two methods to start / launch your Mircosoft Access 2003.
Method 1:
1. Double click on the Mircrosoft Office Access 2003 shortcut on the Windows
desktop (see below).
Method 2:
1. Click-on the Start button, then click-on Programs, then click-on Microsoft
Access 2003 (Figure 1)
Figure 1
Figure
2. The following Access 2003 Getting Started Task Pane will appear on the
right side of your Access 2003 screen. (refer figure 2)
3. In the Open area of the Access 2003 Getting Started Task Pane, click the
left mouse button on Create a new file.
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ICTL for Secondary School - Microsoft Access Module
1. The New File menu screen on the top will appear when you click the left mouse
button on Create a new file.
Click here
Figure 3
A File New Database menu screen, similar to the one below, will be on your screen.
We’ll have to do several “things” to set-up this screen to save your database. ( Figure 4 )
Step 1
Step 2 Step 3
Figure 4
3. Click-on the small down arrow on the right. Choose My Documents to save
by double clicking on the folder. Your selection should now appear in the
Save in : area. (Step 1)
4. Next click-in the area to the right of File Name. Type-in the word students
profile as shown at the bottom of the above image. (Step 2)
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ICTL for Secondary School - Microsoft Access Module
Figure 5
6. Click File and click Exit to end this session and to close Ms Access 2003.
Method 1:
Click students
profile
Figure 6
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ICTL for Secondary School - Microsoft Access Module
Method 2:
1. Click File in the Menu Bar, then click Open. (refer figure 7)
Figure 7
2. When the Open menu screen appears, click the small down arrow to the right of
the Look in area and select My Documents.
Select My Documents
3. Then click the name of your database (e.g. students profile.mdb) and then click
Open.
Note:
You will notice in the Students Profile: Database menu screen, in the left border
consist of objects bar: Tables, Queries, Forms, Report, Pages, Macros and
Modules.
Access
window
title bar Database toolbar
Database window
toolbar bar
Database window
menu bar
Database window
Groups bar
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ICTL for Secondary School - Microsoft Access Module
a. Create a database
b. Close a database
c. Open an existing database
In the next module you will learn how to design table and insert data.
Exercises
Question 1
Question 2
Create a database named Teachers Profile. Save this file in My Document directory.
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ICTL for Secondary School - Microsoft Access Module
MODULE 2
STUDENTS PROFILE
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ICTL for Secondary School - Microsoft Access Module
Learning Outcomes: Student should be able to create a table, define primary key
and insert data.
Module summary:
Activities summary:
1. Creating tables.
3. Exercise.
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Information and Communication Technology Literacy For Secondary– Data Base Module
Next you will be creating the fields that make up a database. This is similar to
creating a blank personnel form (on paper) that will be "filled-in" for each employee
(Name, Address, Phone Number, etc – are called fields in a database). This
"forms" are called records in a database. There will be a record, or form, for each
employee. All the forms, together, make up a Table (database).
record 2
Figure 1
The table above content four records. Each records have four fields which are
numbers field, students name, address and ic number. At the end of this module,
students will creating a database which is consist a table name “students profile”.
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Information and Communication Technology Literacy For Secondary– Data Base Module
2. Click File, click Open, find students profiles database file then click Open button.
(refer Figure 2)
Figure 2
Figure 3
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ICTL for Secondary School - Microsoft Access Module
4. Click Design View , then click OK to get Datasheet view as shown at Figure 5.
Design
View
Figure 4
Figure 5
5. At Field Name column, type in numbers and at Data type column, change value
Text to Number. (refer Figure 6)
Figure 6
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ICTL for Secondary School - Microsoft Access Module
Dates and Times. You may format this later, as you may
Date/Time desire.
Dollar ($). You may format this later, as you may desire. For
Currency example Ringgit Malaysia (RM)
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ICTL for Secondary School - Microsoft Access Module
7. Insert data in the Field Name, Data Types for each fields as shown (Figure 7).
Students can move to the next column by press “Tab key”.
Figure 7
Note: Place the cursor at the address inside the Field Name, then change Field
Size value from 50 to 100.
8. Click numbers at field name column, click at Edit menu bar, then click Primary Key
PRIMARY KEY means the value in the primary key fields is need
to uniquely identify each record; that’s no record can have the
same value in this field.
Primary key
close icon
Figure 8
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ICTL for Secondary School - Microsoft Access Module
Figure 9
9. Click Close icon as shown at figure 8 to close the creating table session. Then
dialog box in figure 10 displayed.
Figure 10
Figure 11
12. Type students profile at Table Name and then click OK at dialog box as shown in
figure 11. Now you had finished creating one table named “students
profile:database” as shown below. (Figure 12)
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ICTL for Secondary School - Microsoft Access Module
students profile
table created
Figure 12
The students profile table that created before, not contains any data. Steps below can
be used to key in the data.
1. Click at Students Profile table then click open at database window toolbar. (Figure
13)
Figure 13
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ICTL for Secondary School - Microsoft Access Module
Figure 14
At the first row, type number ‘1’ at numbers column. Then, Type name Abdul Rahman
b. Idris at name column. Next, type address and ic number at address and icno
column.
Figure 15
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ICTL for Secondary School - Microsoft Access Module
4. Insert all data in the table by repeating the same process above. As a result,
students will get the table below.
Figure 16
5. Click icon save to saving file. Students Profile table now contained five records.
Exercises
1. Build one of your friends profile table. Named the table “Co-curriculum Data”. That
table must have fields as stated below:
a. Numbers
b. Student Name
c. Class
d. Club
e. Sports
f. Uniforms Unit
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ICTL for Secondary School - Microsoft Access Module
MODULE 3
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ICTL for Secondary School - Microsoft Access Module
Name of Module:
Learning Outcomes:
Module Summary:
Activity Summary:
1. add records
2. add field
3. edit records
4. find records from Table
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ICTL for Secondary School - Microsoft Access Module
2. Click Open an Existing Database, then click file students profile and click OK.
3. In the database window, double click students profile in the Tables pane to open
the table in Datasheet view, as shown in figure 1.
4. To add new record, click on icon New Record that can be seen at database
toolbar or at the bottom of datasheet window. (figure 1).
Icon New
Figure 1
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ICTL for Secondary School - Microsoft Access Module
3. Type in email inside the Field Name and select text as the Data Type.
Figure 2
2. Click the address field ( the row will be highlight -refer Figure 3 )
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ICTL for Secondary School - Microsoft Access Module
3. Click Insert at menu bar, then click rows. A new row will be added. (Figure 4)
Figure 4
5. Type in sex inside the blank Field Name and select text as the Data Type.
(Figure 5)
Figure 5
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ICTL for Secondary School - Microsoft Access Module
2. To edit record, click inside the selected field. (sex and email)
3. Insert in all the record for sex field and email field. (refer Table 2)
Table 2
4. Repeat step 2 above to add in 5 postcodes (see bold figure) inside the first
five record. (Refer Table 3).
Table 3
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ICTL for Secondary School - Microsoft Access Module
Icon Find
Figure 6
2. Click icon Find (refer Figure 6) and dialog box Find and Replace will be
display as below (Figure 7).
Figure 7
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ICTL for Secondary School - Microsoft Access Module
3. Type in Noor* inside box Find What to find all the name starting with Noor.
4. Click Find Next button. Name Noorul-Aini bt Ambak will be highlighted at name
field (refer figure 8).
Figure 8
5. Click Find Next button to find similar name with Noor. Name Noor Asiah bt Zakaria
will be highlighted.
Exercise Module 3
c. Find records
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ICTL for Secondary School - Microsoft Access Module
MODULE 4
CREATE FORM
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ICTL for Secondary School - Microsoft Access Module
Learning Outcomes: Students should be able to create form and add record
Module Summary:
Activity Summary:
Activities in this module involve:
a. Create form
b. Add record
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ICTL for Secondary School - Microsoft Access Module
2. Click Open an Existing Database, then click file students profile and click OK.
3. In the database window, click Form and click create Form by using wizard.
i. Click Form
ii. Click Create Form
by using wizard
1. Click here
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ICTL for Secondary School - Microsoft Access Module
5. The selected Fields will be remove from left to right.Then click Next
i.Click Next
6. Click Next
i.Click Next
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ICTL for Secondary School - Microsoft Access Module
i. Click Standard
ii. Clik Next
8. Click Finish
i. Click Finish
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ICTL for Secondary School - Microsoft Access Module
1. To add new record, click on icon New Record that can be seen at database
toolbar or at the bottom of datasheet window.
i. New Record
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ICTL for Secondary School - Microsoft Access Module
Exercise Module 4
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ICTL for Secondary School - Microsoft Access Module
MODULE 5
CREATE REPORT
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ICTL for Secondary School - Microsoft Access Module
Learning Outcomes: Students should be able to create report and print record
Module Summary:
Activity Summary:
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ICTL for Secondary School - Microsoft Access Module
2. Click Open an Existing Database, then click file students profile and click OK.
3. In the database window, click Report and click create report by using wizard.
i. Click Report
ii. Click Create
Report
1.Click here
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ICTL for Secondary School - Microsoft Access Module
5. The selected Fields will be remove from left to right.Then click Next
i. Click Next
6. Click Next
i. Click Next
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ICTL for Secondary School - Microsoft Access Module
7. Click Next
1.Click Next
i. Click Tabular
ii. Click Landscape
iii. Click Next
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ICTL for Secondary School - Microsoft Access Module
i. Click Next
10.Click Finish
1.Click Finish
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ICTL for Secondary School - Microsoft Access Module
i. Click File
ii. Click Print
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ICTL for Secondary School - Microsoft Access Module
i. Click OK
Exercise Module 5
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ICTL for Secondary School - Microsoft Access Module
MODULE 6
CREATE QUERY
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ICTL for Secondary School - Microsoft Access Module
Module Summary:
At the end of this module, the query below will be create by students.
Activity Summary:
Activities in this module involve:
a. Create query
b. Save query
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ICTL for Secondary School - Microsoft Access Module
i. Click Queries
ii. Click Create query
by using wizard
i. Click here
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ICTL for Secondary School - Microsoft Access Module
5. The selected Fields will be remove from left to right.Then click Next
i. Click Next
6. Click Finish
i. Click Finish
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ICTL for Secondary School - Microsoft Access Module
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ICTL for Secondary School - Microsoft Access Module
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ICTL for Secondary School - Microsoft Access Module
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ICTL for Secondary School - Microsoft Access Module
Exercise Module 6
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ICTL for Secondary School - Microsoft Access Module
MODULE 7
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ICTL for Secondary School - Microsoft Access Module
Module Summary:
At the end of this module, the students will be able to get data
and create a table as shown below
Activity Summary:
a. Import file
b.Create table
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ICTL for Secondary School - Microsoft Access Module
3.Click file
5.Click Import
i. Click File
ii. Get External Data
iii. Import
6.At the Files of type,click pull down and select Microsoft Excel
8.Click Import
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ICTL for Secondary School - Microsoft Access Module
9. Click Next
i. Next
10. Put a tick on the box at the First Row Contain Column Headings
i. Next
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ICTL for Secondary School - Microsoft Access Module
12. Click OK
i. Next
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ICTL for Secondary School - Microsoft Access Module
iii. Next
i. Finish
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ICTL for Secondary School - Microsoft Access Module
19. Now you had finished creating one table named “ Register “
i. Click Register
i. Click
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ICTL for Secondary School - Microsoft Access Module
Exercise Module 7
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