This document provides an introduction and overview of how to create and manage a Microsoft Access database. It explains key concepts like tables, queries, forms and reports. It also provides step-by-step instructions on how to create tables, add and edit fields, set primary keys, and enter data. Additional sections cover how to create queries, forms, and reports, as well as how to open, save, and compact an Access database. The goal is to give the reader a foundational understanding of the Access interface and the basic functions needed to build and work with an Access database.

1. INTRODUCTION TO ACCESS
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OBJECTIVESDefine the terms field, record, table, relational
database, primary key, and foreign keyCreate a blank
databaseIdentify the components of the Microsoft Access
windowCreate and save a table in Datasheet viewEnter field
names and records in a table datasheetOpen a table using the
Navigation Pane
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OBJECTIVESOpen an Access databaseCopy and paste records
from another Access databaseNavigate a table datasheetCreate
and navigate a simple queryCreate and navigate a simple
formCreate, preview, navigate, and print a simple reportLearn
how to manage a database by compacting, backing up, and
restoring a database
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ORGANIZING DATAYour first step in organizing data is to
identify the individual fieldsThe specific value, or content, of a

2. field is called the field valueA set of field values is called a
recordNext, you group related fields together into tables
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DATABASES AND RELATIONSHIPSA collection of related
tables is called a database, or a relational databaseYou connect
the records in the separate tables through a common fieldA
primary key is a field, or a collection of fields, whose values
uniquely identify each record in a tableWhen you include the
primary key from one table as a field in a second table to form a
relationship between the two tables, it is called a foreign key in
the second table
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DATABASES AND RELATIONSHIPS
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RELATIONAL DATABASE MANAGEMENT SYSTEMSA
database management system (DBMS) is a software program
that lets you create databases and then manipulate data in
themIn a relational database management system, data is
organized as a collection of tables
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EXPLORING THE MICROSOFT ACCESS WINDOW
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3. CREATING A TABLE IN DATASHEET VIEWClick the Create
tab on the RibbonIn the Tables group, click the Table
buttonAccept the default ID primary key field with the
AutoNumber data type, or rename the field and change its data
type, if necessaryDouble-click the Add New Field column
heading, and then type the name for the field you are adding to
the tablePress the Tab key or the Enter key
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CREATING A TABLE IN DATASHEET VIEWAdd all the
fields to your table by typing the field names in the column
headings and pressing the Tab key or the Enter key to move to
the next columnIn the first row below the field names, enter the
value for each field in the first record, pressing the Tab key or
the Enter key to move from field to fieldAfter entering the value
for the last field in the first record, press the Tab key or the
Enter key to move to the next row, and then enter the values for
the next record. Continue this process until you have entered all
the records for the tableClick the Save button on the Quick
Access Toolbar, enter a name for the table, and then click the
OK button
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CREATING A TABLE IN DATASHEET VIEW
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ENTERING RECORDS
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4. SAVING A TABLEClick the Save button on the Quick Access
Toolbar. The Save As dialog box opensIn the Table Name text
box, type the name for the tableClick the OK button
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OPENING A DATABASEStart Access and display the Getting
Started with Microsoft Office Access pageClick the More option
to display the Open dialog boxNavigate to the database file you
want to open, and then click the fileClick the Open button
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OPENING A DATABASE
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NAVIGATING A DATASHEETThe navigation buttons provide
another way to move vertically through the records
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CREATING A SIMPLE QUERYA query is a question you ask
about the data stored in a databaseThe Simple Query Wizard
allows you to select records and fields quickly
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CREATING A SIMPLE QUERY

5. *
CREATING A SIMPLE FORMA form is an object you use to
enter, edit, and view records in a databaseYou can design your
own forms, use the Form Wizard, or use the Form tool to create
a simple form with one mouse click
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CREATING A SIMPLE FORM
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CREATING A SIMPLE REPORTA report is a formatted
printout (or screen display) of the contents of one or more
tables in a databaseThe Report tool places all the fields from a
selected table (or query) on a report, making it the quickest way
to create a report
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CREATING A SIMPLE REPORT
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CREATING A SIMPLE REPORT
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6. CREATING A SIMPLE REPORT
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PRINTING A REPORTOpen the report in any view, or select
the report in the Navigation PaneTo print the report with the
default print settings, click the Office Button, point to Print,
and then click Quick Print
orTo display the Print dialog box and select the options you
want for printing the report, click the Office Button, point to
Print, and then click Print (or, if the report is displayed in Print
Preview, click the Print button in the Print group on the Print
Preview tab)
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VIEWING OBJECTS IN THE NAVIGATION PANE
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PENN STATE ERIE, The Behrend College Sam and Irene
Black School of Business
MIS204 Dr. Kathleen Noce
5/5/2012 2:58 PM 1MIS 204Microsoft Access – Skill
SheetSkills:1. Start Microsoft Access2. Create a new
database.3. Save your database to a folder on your P: drive.4.
Work with Tables.5. Work with Queries.6. Work with Forms7.
Work with Reports.There is a basic sequence of steps with
Access that you need to follow in order to successfully create a
database. If you try to perform these steps out of sequence,
you will encounter enough difficulties to jeopardize your
overall success. The steps are:· Create your database. You

7. only have to do this once, after that, you can open your existing
database and make the necessary changes to it. · Create each
table in the database. First you create the table, and then you
create the fields (columns) that to in the table. You have to
repeat this step for each table in your database. As you add
each field, you must define any special field attributes, such as
numeric, alpha-numeric, primary keys, field edits, table
relationships, etc.· Load the data into your table. There are a
variety of ways to do this. You can key it into the table, you
can import it in from an Excel spreadsheet, or use a specially
designed form that you designed to enter the data. · Create your
queries. These queries will help you select specific records
(rows) in your table, as well as update the data in your tables.
· Create your forms. Forms will provide a structured method to
enter and maintain data in your database. · Create your
reports. Reports allow you to select, sort, print, and perform
calculations on your data so you can display a report. Users
can look at your reports online or in a hard copy format.You
can, of course, go back to a database you have created and make
changes to your database. You can create additional forms and
queries as necessary. If however, you try to start by creating
your reports before you build the database, you will be dealing
with predictable but unfortunate results. The purpose of this
document is to give you basic information on each of the
different functions that you need to use to complete your
assignment. I’m hoping you will find it useful to help you find
a place to start when you need to perform a function within
Access. This document is not intended to be a fully
comprehensive Access manual. It does not cover every
function, option, or every way to perform a function in Access.I
provide step-by-step instructions on how to perform each
function required for our Access assignment. If you find
something that is missing or unclear please notify me so I can
address it. Unless I state otherwise, these notes assume that:·
You are logged on to a computer that has Microsoft Access
2007 installed.· You have Microsoft Access 2007 running on the

8. computer.· You have your database file opened to the Database
window.
Start Microsoft AccessBefore you can work in Microsoft Access
2007, you have to successfully log on to a computer with
Access 2007 installed on it. If you are on a PSU computer, you
have to log on and connect to the PSU network. You have to
know your PSU user ID and password. · Sign on to the
computer you are using.· Start – Programs – Database Programs
– Microsoft Access.To create a new database, · Click on the
Blank Database icon and click OK. · Type the name of the
database in the File Name field in the lower right hand corner of
the screen.· Click on the folder icon to the right of the File
Name field to select the path (drive letter and folder) where you
want to save the data base. This should be a folder on your P:
drive.· Click Create.If want to open an existing database click
on the Office button – Open and navigate to the database you
want to open. It may also be possible to open the database from
the list of recently used databases on the right hand side of the
window.Saving Your DatabaseWhen you are working on a PSU
computer, make sure you save your work to your personal
network share (P: drive) on the PSU network. Make sure you
write down the path to the database so you can find it again.
The database is a file that contains all the related information.
To the operating system, the database looks like one file with
the file extension of .accdb. All of the tables, queries, reports,
etc. you create in the database, are all stored inside this one
database file.You should periodically save your database as you
are working on it. The easiest way to do that is to click on the
save icon at the top of the window next to the Office button.
Once you have created your database and given it a name
Access will save your database automatically when you close it.
Working with TablesA table is a logical organization of related
information in your database. You can and will have multiple
tables in your database. While there is no specific number of
tables a database should have, you should utilize your superior
judgment skills when you design a database. It generally

9. makes sense to group a set of related fields into one table. The
rule of thumb is that you never want to have the same
information in more than one table, except for common fields.
If you have more than one table, you have to join them together
in order to use information from each table in one query or
report. In order to join one or more tables together, you need a
common field in each table so Access can match them together
based on their value.We have 3 tables in our project. The artist
table contains information related to individual artist such as
name, phone number, and web site. There is one record (row)
for each artist in the artist table. The product table contains
information about each of the products (CD’s) we sell. There
is one record (row) for each product. The reason we have two
tables is that we don’t want to repeat information, such as the
artist name in each product record. What we do instead is enter
the artist code in each product record, and then find a matching
artist record by matching the value of the artist code in each
product record, and obtaining the artist name from the
appropriate artist record.Create a Table· Click on the Create
tab· Click on the Table icon in the upper left hand corner· Click
on the down arrow below the View icon· Select Design View·
When the Save As window appears, enter the name of your table
in the Table Name fieldAccess will display a window for you to
enter the fields in the table. Once you create a table in Access,
it will be listed in the All Tables column on the left hand side of
the screen. You can switch from table to table by clicking on
the table name in this column. Add/Change Fields in the
TableFields (columns) are the smallest unit of information in
the table and database. Even though fields are made up of a
varying number of bytes, it is impossible to directly access the
individual bytes within Access, only the fields. You need to
define a separate field for each piece of information you want to
store and individually access. For example, in our database,
we have separate fields for artist name and web site. This is
because we might want to sort on the artist name, or we might
only want to print the web site. There are basically two data

10. types, text and numeric. Text data includes both alpha and
numeric characters. Whenever you work with text data, you
have to enclose it in quotes. For example, if you are looking
for all the artists with a music style of jazz, you type it as
“Jazz”. Numeric data contains only numbers, and a few
selected special characters. You don’t enclose numeric values
in quotes. If you are looking for all the product records with
unit costs greater than $7, you type it as >7. You can only
perform arithmetic computations of fields defined as a numeric
data type. Numeric data types include number and currency. If
you try to use a text field in a numeric computation, it won’t
work. To create a new field in your table:· Make sure you are
in design mode.· Go to the bottom of the fields displayed to add
a new field on the next line (first non-blank).· Type the field
name and select the data type. · If you select a data type of
text, the field size will appear as an option in field properties
section with a default size of 255. Highlight the field size and
type in the correct field size. · If you select a numeric data
type, such as number or currency, the field size will default.
You can change the field size in the field properties window. ·
Press Enter. · Repeat this step for each field you have to
add.To change an existing field in your table:· Click on Tables
in the Objects column in the left hand side of the window.·
Click on the icon of the table you want to change.· Click on
Design.· Highlight the field you want to change and make your
changes. Primary KeyThe primary key is data that Access uses
to find specific records in your table. For example, in each
record of our user table, we have a field called user ID. The
user ID must be unique (different) for each record. When you
want Access to find that specific record, you must provide the
user ID. To make a field the primary key: · Right click in the
column to the left of user ID.· Select Primary Key.In this
assignment, we don’t want to define a primary key for the Sales
table, because whenever we read the file, we read the entire file,
not just one record. Additionally, if we sell the same CD
multiple times on the same date (this is what we want to

11. happen) we will have multiple Sales records with the same
product code, sales date and sales price. If we have multiple
records with the same primary key, Access will not let us store
them. Therefore, we don’t want to define a primary key for
the Sales table. Field Properties
When you are working with fields in the design view Access
will display the Field Properties window directly below the
field definition window. The exact content of this window will
vary with the different field types. You will use the fields in
this window to define the specific attributes of the field such as
size, whether or not it is required, etc. Field SizeEnter the
length of the field. Input MaskEnter an input mask to define a
pattern for the data to be entered into this field. For example, a
telephone number would be defined as 000-000-0000, a social
security number 000-00-0000. You can skip this if you don’t
need it.CaptionEnter a label to be used for the field when it is
used on a form. If you skip this, the field name will be
used.Default ValueA default value is a value for a field that
always defaults into the field when the record is created. For
example, you may want the word “Jazz” to default into the style
field because so many of the artists perform jazz, and you won’t
have to type it each time. You will only have to go back and
change the word from Jazz to another valid value for style.To
set default value:· In the default line for the field, type the
default value. If the data type is text, you have to enclose it in
quotes.Validation RuleYou will want to add validation rules
(commonly called edits) for certain fields in your database.
This is important because it prevents users from entering
information in the field that doesn’t make any sense. If you
have five valid values for style, then you only want the users to
enter one of the five valid values into the product table. To
add validation rules:· Type the values that are acceptable, for
example “Jazz” or “Folk” or “Pop” in the validation rule field.
Be sure to enter the word or between each acceptable value.
Access will add the double quotes around each field for you.
Validation TextIf you enter a validation rule, you have an

12. obligation to enter a corresponding message that you want
Access to display the data entered doesn’t match the validation
rules. There is nothing more frustrating for users than to have a
computer system reject what they are entering, and not tell them
why. Make sure your validation text makes sense to you, and
to the users of the database. To add validation text,· In the
validation text field, type the message you want displayed, for
example “Invalid Style”, when the data doesn’t meet the
validation rules (pass the edits). The more detail you provide
the user, the better.RequiredEnter Yes if the field is required,
No if it is optional.Allow Zero LengthEnter Yes if you want to
allow zero length entries in this field, No if you
don’t.IndexedEnter Yes if this is a key field, No it it isn’t. If
you enter Yes the value of this field must be unique across the
entire data base. Unicode CompressionEnter No.IME
ModeSelect No Control.IME Sentence ModeSelect None.Smart
TagsLeave blank.AlignmentSelect the appropriate alignment for
the field. If you’re not sure, select General. Saving your
TableWhen you are done adding and changing the fields, close
the table window and save your changes.To close the window
and save your changes:· Click on the X in the upper right hand
corner of the table window to close the table.· Click on Yes to
save your changes to the table.· In the Save As field type the
table name in the format specified in the assignment, for
example, Artist and click on OK. This will save your table.You
can also click the Save icon in the upper left hand corner of
your screen at any time to save your database.Add/Change Data
in the TableAfter you have your tables designed, you need to
load your data into them. It is possible to design a form for this
purpose, but initially you can load the data directly into the
database in the datasheet view. This permits you to quickly
load a lot of data so you can get your database up and running
as soon as possible. To add or change the data in the table: ·
Click on Tables in the All Tables column on the left hand side
of your screen. · Double-click on the table you want to
maintain.To add data:· In the first row without data, type the

13. appropriate information in each field. · Press Tab to advance to
the next field.· When you get to the end of the row, press
Enter.· The cursor will advance to the next row after you finish
entering a row of data. · Repeat this process for each row of
data you want to load.
To change data:· Select the record you want to change.· Tab to
the field you want to change.· Highlight the data you want to
change.· Make your changes.· Press Enter.When you finish
adding or changing the data in the table,· Click on the X in the
upper right hand corner of the table window to close the table.
Importing Data into a table from Excel
There are many cases where it may be more convenient to
import data from an Excel spreadsheet then it is to key the data
into the datasheet in your database. You have to meet a couple
conditions before you can import data from Excel:
· The data must be set up in Excel exactly the way it has to go
into an Access datasheet.
· You must have column headings on the first row of the Excel
spreadsheet that match the field names in your table.
To import data into your database:
· Close the table you want to import data into.
· Click External Data – Excel Spreadsheet
· In the Get External Data – Excel Spreadsheet window:
· Click the Browse button and navigate to the folder where the
Excel file is located
· Select the file and click Open
· Select Append a copy of the records to the table
· Select the Table you want to copy the records into from the
drop down box
· Click OK.
When the Import Spreadsheet Wizard opens:
· Select the worksheet (usually worksheet 1) that contains the
data you want to import and click Next

14. · Confirm that the first row of data contains the correct column
headings and click Next
· Confirm that the table you want to import into is displayed in
the box and click Finish.
· If the warning window shown above appears, click Yes to
proceed anyway.
· Click close. Do not check Save import steps.
· Open the table to confirm that the data has been copied into
the fields correctly.
Joining TablesJoining tables is pretty much a non-event in
queries. When you add more than one table to a query, it
automatically creates a relationship between the two common
fields in the two records. A “join line” between the two tables
graphically illustrates this relationship. In the above
illustration, you can see that the Artist and Product table are
joined together because there is a line between the Artist Code
in the Artist Table and the Artist Code in the Product Table.
Artist Code is the common field that both tables contain.
Since the line is bold and you see the 1 and infinity symbols,
you can tell that there is a one to many relationship between the
Artist and Product table (1 artist can have many products).
You can also see that the Product Table is linked to the Sales
Table because there is a line from the Product Code in the
Product Table and the Product Code in the Sales Table.
If you don’t see a line between the common fields in each table,
then the tables are not joined. Your queries will most likely
run, but they will not yield the correct results. You can
correct this problem by simply pointing to the common field in
one of the tables, holding down the left mouse button and
dragging to the same field in the other table. Access will add
the line, and the tables will be joined together.

15. Referential Integrity and Table Relationships
There are times when you want to establish a permanent
relationship between two tables in your database instead of
simply establishing a relationship for the purpose of a query.
One reason to do this is to establish a referential integrity check
between two tables. Referential integrity edits the value of the
fields the tables are joined to make sure they are valid. Let’s
say that you have a referential integrity relationship established
between the Artist and Product table based on artist code.
When you create a new product record, and you enter an artist
code of LC01, it checks to make sure there is an artist code of
LC01 in the Artist table.
To establish a relationship:
· Database Tools – Relationships.
· When the Show Table window appears, add each of the tables
you want to establish a relationship for.
· While holding your left mouse button down, drag the cursor
from the field in one table to the matching field in the other
table.
· The Edit Relationships table will display.
· Select Referential Integrity.
· Click Create.
To edit the relationship:
· Right click on the middle line between the two tables and
select Edit Relationships.
· Make your selection from the Edit Relationships window.
· Click OK.
When you finish creating or editing the relationship,
· Click on the X in the upper right hand corner of the table
window to close the table.
Working With Queries
Queries add a great deal of functionality to Access. You can
use a query to view, change, and analyze data in a variety of

16. ways. You can use the Query Wizard to help you create a
query. This is sometimes the easiest approach, but it also
limits your flexibility. Additionally, you can use the design
query function to design a query from scratch. Select
QueriesThe most common form of query is a select query, where
you use the query capability of Access to select certain records
from your database. You can print the records you selected, or
you can use the query as a source of records for other forms,
reports, and data access pages. To create a new select query,·
Create – Query Design· In the Show Table window, click on the
Tables you want in your query and click Add. Repeat this for
every table you want to include in your query.· After you select
all the tables you want in the query, click Close.· In the first
column, click on Field Name. Use the down arrow to select the
field you want.· Repeat this for each column (field) you want to
include in your query.· In the sort row, select the fields you
want to sort on, and use the right down arrow to select whether
you want to sort in ascending or descending sequence.· If you
do not want to show the field in your output, unclick the show
row for that field.· If you only want to select certain records,
use the criteria field to enter your selection criteria. If you are
selecting text data, enter the value you are searching for.You
can also change your existing queries. After you open the query
in the design view, the commands are the same.To change a
select query,· Create – Query Design· In the Show Table
window, click on the Queries tab you want in your query and
click Add.· Make the appropriate changes.· Click on the X in
the upper right hand corner of the query window to close the
window.· Click on Yes to save your changes.You can create
queries to select certain records based on what you need to see.
For example, you can select only the records where a field in
the table has a certain value.To select certain records, · Enter a
formula in the criteria row for the field. For example, >7 will
limit the report to records with unit costs greater than $7.· If
you want to select records that have a certain text value, such as
a certain set of codes, you can enter the code you are looking

17. for in the criteria field. For example, if you enter Jazz, Access
will return all the records that have Jazz in the field you are
matching against. A couple things to watch out for here … you
don’t have to enter the quotes around the text, but Access will
automatically put the quotes around the text. You do have to
enter the correct operator. This can be confusing, and if you
don’t think about it, it will cause you to select the wrong
records. Let’s say you are looking for all the records with Jazz
or Folk. You might think it is logical to type Jazz and Folk in
your criteria, but it won’t work. Whenever you include the
word “and”, Access assumes that both conditions must be true
before it selects the record. Since each record only contains
one of the codes, there will never be a time when both
conditions are true. The proper selection criteria are Jazz or
Folk, so Access will select the records that contain either one of
these values.Unique Values OptionThe unique values option
allows you to print the values of certain fields in your table
only once. For example, suppose you have 20 records that
contain 5 different style codes and you want to find out which
style codes are used. Setting the unique values option will tell
Access to only select one record for each value. To set the
unique values option, · Right click on the Criteria field in the
design area.· Select Properties from the pop up window.· Click
on Unique Values and select Yes from the criteria line on the
right hand side of the screen.· Click the X in the upper right
hand corner of the Query Properties window to close the
window and save your change.· Note: You can only print the
one field from the table. Calculating a Value with Field
FormulasYou can create queries that calculate values for new
fields. You can create a new field that contains the total of the
two other fields.To calculate a new field:· Go to a new column,
for a new field.· Right click on the field row.· Select Build …
to start the Expression Builder.· In the Expression Builder
window:· Select the table(s) that contains the fields you want to
work with.· Select the first field from the list of fields and click
on paste.· Click on the appropriate operation sign.· Select the

18. second field from the list of fields and click on paste.· Click
OK.· Change the word Expr1 to whatever you want to call the
total, for example Total or Profit.Update QueriesYou can use an
update query to change the value of different fields in your
database.To create an Update Query:· Create – Query Design·
Add the table you want to update to the query.· Click on the
Update button in the toolbar.· For the field you want to change,
type the value you want in the field in the Update To line.· To
execute the update, press the Run (red exclamation point) icon,
4 icons to the left of the Update icon.
Delete QueriesYou can use the delete query function to delete
records in your database based on the value of certain fields in
your database. It is a really nice powerful feature, but it can
also make a mess of things if you make a mistake and end up
deleting the wrong records. Use this feature carefully.To
make a query a Delete Query:· Create – Query Design· Add the
table you want to delete records from to the query.· Click on the
Delete button in the toolbar.· In the column of the field you
want to base your deletion on, go to the delete row and choose
where or from. Where means that you want to delete any record
where the value of this field is equal to the deletion criteria.
From means that you want to delete any record where the value
of this field is greater than or equal to the value in the criteria
field. · Type the value of the field you want to match against in
the Criteria field.· To execute the deletion, press the Run (red
exclamation point) icon, 6 icons to the left of the Delete
icon.Total QueriesYou can use total queries to see totals of
different groups of data. To make a query a Total Query:·
Create – Query Design· Add the table(s) that contains the fields
you want to total.· Click on the Totals icon at the right hand
side of the ribbon. The words “Group By” will appear in each
row in the Total column.· In each numeric column, use the
down arrow to change the word “Group By” to some other word,
such as “sum” or “average”, depending on the operation you
want to perform.· For each column you want to group by, leave
the words “Group By” in place. · In all the other columns,

19. delete the words from the total row.· Close the query and open
it again in the datasheet view.Working with FormsA form
permits you to add, change, or display one record at a time. It
is less confusing for users to deal with one record at a time, and
to only see the record they are dealing with. Access provides a
form wizard to help you quickly create forms. Of course, you
can bypass the forms wizard and create the form yourself.
To create a form for a table:
· Select the table you want to maintain with the form from the
All Tables column.
· Create – Form
· Select the Form View to see the form.
· Select the Layout View to see the layout of the form.
· Select the Design View to maintain the design of the form. ·
Click on the X in the upper right hand corner of the table
window to close the form.· When the window displays, enter the
name of the form and click OK.
Although it is not required for this class, you can go into the
design window and manually change the layout of your form.
You have a lot of freedom when you do this because you can
change almost anything, but it can also be very frustrating
because you don’t always end up with things looking the way
you want them to.To change an existing form: · Select the form
you want to change from the All Tables column, · Design –
View – Design View· Make the appropriate changes to the
form.When you are finished creating or changing your form,
make sure you save it.To save the changes to your form:· Click
on the X in the upper right hand corner of the form window to
close the window· Click on Yes to save your changes. One of
the things that is different about a form is that you only see one
record at a time. You can use the arrows at the bottom of the
screen to advance forward and backward through the records in
the table. If you want to go to the end of the table to enter a
new record, press the star key. If you want to jump to a specific
record, enter the record number you are looking for.
Working with ReportsAfter you have your database up and

20. running and data loaded into it, you may want to create a report.
If you are designing a data base from scratch, it is a good idea
to think about what you want to print on the reports so you
make sure you have the data you need in the data base.
Otherwise, you end up utilizing some of your Access skills to
make design changes which can be cumbersome and time
consuming. To create a new report:· Create – Reports – Report
Wizard· In the Report Wizard window, · Click on the down
arrow in the Tables/Queries field to select your table.·
Highlight the field you want on the form and click on >, or click
on >> to select all fields. · Click on Next.· Select any report
groupings that you want. Groupings are really neat. They
provide a way for you to group the records in your report in a
logical sequence. For example, you may want to group all the
records for a specific department together. · Click on Next.·
Select the order you want the report sorted in. In the first
field, select the most important field from your database, in the
second field; select the second most important field in your
database.· Click on Next.· Select the report layout and
orientation that you want.· Click on Next.· Select the report
style that you want.· Click on Next.· Type the title of the
report, for example, High Cost.· Click on Finish.· Access will
display a copy of the report, at least the first page of it. You
will probably need to modify the report to make it look right.To
modify the report layout:· Right click on the Report from the
All Tables column on the left hand column and choose Design
view.· Make the appropriate changes.After you finish adding or
changing your report, save your changes.To close the window
and save your reports:· Click on the X in the upper right hand
corner of the report window to close the window.· Click on Yes
to save your changes.
Access Assignment #2 (25 Points)
Note: Access Assignment #1 must be completed first before
beginning Assignment #2.
Problem/Objectives of the Assignment:

21. The employees who staff the gift shop have determined a
number of questions they want the database management system
to answer. You must obtain answers to the questions posed by
the volunteers using Microsoft Access: Create a series of
queries to answer questions associated with the BoarDome
Database.
Instructions: Perform the following tasks after you open the
database you created for Assignment One:
Create a query for the Product Id, Description and Selling Price
for all the records in the Product Table sorted by Product Id.
Label ProductId Query.
Create Only a query for the Product Id, Description and Selling
Price for all products with the Vendor Code of MS. Label as
MS Query.
Create a query for the Product Id, Description, and Vendor Code
for all products that cost more than $20. List the records in
descending order by Cost. Label as Cost Query.
Create a query for the Product Id and Description for all
products that have a Selling Price of $5 or less. Label as Selling
Price Query.
Create a query for all fields for those products that cost more
than $10 and where the number of units on hand is less than 10.
Label as Low Inventory Query.
Create a query for all fields for those products that have a
Vendor Code of WW or have a Selling Price less than $10.
Label as WW-Vendor Code Query.
Join the Product Table and the Vendor Table. Create a query
for the Product Id, Description, Cost, Name and Telephone
Number fields. Label the query as Product and Vendor Query.
Restrict the records retrieved in Task 7 to only those products
where the number of units on hand is less than 10 (Also show
the Number of Units on Hand). Label the query as Inventory
Less than 10Query.
Create a query for the Average Cost and Average Selling Price
for all products. (Just two fields should be displayed). Label as
Average Query.

22. Select Product Id, Description, On Hand and Cost. Compute
the On Hand Value (On hand*cost) for all records in the table.
Label asOn Hand Query. HINT: (Enter your formula in the
blank field to the right of Cost).
Create and save the following validation rules for the Product
Table in Design view.
a. Make the Description field a required field.
b. Ensure that any lowercase letters entered in the Product Id
field are converted to uppercase.
c. Specify that the on hand units must be between 0 and 100.
Include validation text.
SSave the changes.
Open the Product Form you created in Assignment #1, and add
the following record to the Product table.
MN04 board game 4 $17.50
$21.94 WW
Access Assignment #1
(BoarDome Database)
(25 Points)
Problem: BoarDome is in the business of producing skate,
surf and snow boards. They run a small museum and gift shop,
located in airports in cities where the extreme sports are big.
The gift shop purchases products from vendors for products and
merchandise with the company name on them. The director of
the gift shop has asked you to create and update a database that
employees can use. The database consists of two tables; The
Product table contains information on items available for sale.
The Vendor table contains information on the vendors.
Objectives of the Assignment:
Using Microsoft Access:
1. Create a new database in which to store all the objects
related to the gift shop system data.
2. Create tables and an input form
3. Populate the tables using data supplied

23. 4. Perform file maintenance to tables
5. Generate a report utilizing the data
Instructions: Perform the following tasks.
1. Create a new database called BoarDome Gift shop
Database.
2. Create a Product Table using the structure shown below.
Use the nameProductfor the table name and save it with a File
name = Product – Your Name.
Field Name
Data Type
Field Size
Description
Product Id
Text
4
User Id Number, Primary key, Yes (No Duplicates)
Description
Text
25
Description of the Product
On Hand
Number
Long Integer
Number of Units On Hand
Cost
Currency
Cost of Product
Selling Price
Currency
Selling Price of Product
Vendor Code
Text
2

24. Code of Product Vendor, Yes (Duplicates OK)
3. Add the data shown below to the Product Table.
Product Id
Description
On Hand
Cost
Selling Price
Vendor Code
CH04
hoodies
11
$26.75
$28.90
WW
DI24
lanyards
14
$3.75
$4.95
MS
GL18
hats
2
$27.50
$29.95
MS
JG01
glasses
3
$5.40
$6.95
MS
PC03
mugs
5

25. $8.50
$10.95
WW
ST23
Stationery
8
$3.95
$5.00
AR
TD05
t-shirts
6
$13.75
$15.95
WW
WI10
shorts
10
$7.50
$9.95
MS
WL34
Can holders
15
$2.50
$2.95
AR
YO12
stickers
9
$1.60
$1.95
WW
4. Create a Vendor Table using the structure shown below.
Use the nameVendorfor the table and save it with a File name

26. = Vendor – Your Name.
Field Name
Data Type
Field Size
Description
Vendor Code
Text
2
Vendor Code (Primary Key), Yes (No Duplicates)
Name
Text
20
Name of Vendor
Address
Text
15
Street Address
City
Text
15
City
State
Text
2
State (Two-Character Version)
Zip Code
Text
5
Zip Code (Five-Character Version)
Telephone Number
Text
20
Telephone Number (999-999-9999 Version
Note: Use the Phone NumberInputMask format
5. Add the data shown below to the Vendor Table.

27. Vendor Code
Name
Address
City
State
Zip Code
Telephone Number
AR
Artisan's printer
3540 Grand
Hancock
WI
69780
414-555-7865
MS
Tshirts 4less
134 Union
Delana
SD
41345
605-555-3498
WW
glassworks
655 Clive
Great Falls
WV
34567
304-555-4532
6. Create a form for the Product Table. Use AutoForm
Wizard to create your form. Save the form as “Product – Your
Name”.
7. Use the form you created to add the following two new
products to the Product Table.
Product Id
Description

28. On Hand
Cost
Selling Price
Vendor Code
CH08
Key Chains
12
$20.00
$25.00
AR
PS30
Posters
20
$3.50
$4.50
MS
8. Create a report. Report should contain the following
elements: Product ID,Description, On Hand, and Cost.
· Use Report Wizard to create the report
· Sort Order for your records = On Hand (Descending
Order)
· Layout = Tabular; Orientation = Portrait; Style =
Concourse or any other style
· Title = Inventory Report - Your Name.
Output Requirements:
· Save to your folder on the your pdrive or hard drive:
1. Created database entitled, BoarDome Gift shop Database
One.
2. Two created tables entitled, Product and Vendor
3. One created form entitled, Product
4. One created Report entitled, Inventory Report.