Lesson 18 Managing and Reporting Database Information

1. Lesson 18Managing and Reporting Database Information Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Morrison / Wells

2. Objectives • Create a form. • Enter and edit data in a form. • Sort data in Datasheet view. • Find and replace data in Datasheet view. • Create a query. • Create and print a report. • Create mailing labels. 2 2

3. form query report Vocabulary 3 3

4. Introduction • Access has features that help you work with larger databases. • These features help you enter the data, order the data, find the data, and summarize and report the data. 4 4

5. CLASSROOM ACTIVITIES • Why are large databases more difficult to manage? • Brainstorm to create a list of the types of large database that organizations might need to maintain.

6. You can create a form, which provides a convenient way to enter, edit, and view data from a table. A professional-looking form can also make the process of entering data more efficient and more accurate. Access offers two features that make creating a form quick and easy: the Form tool and the Form Wizard. Creating a Form 6 6

7. Creating a Form Using the Form Tool: You can create a form with a single click using the Form tool. Creating a Form (continued) 7 7

8. Creating a Form Using the Form Tool (cont): All the fields from the table or query are included on the form. You can modify the form layout and design using either Layout view or Design view. Creating a Form (continued) 8 8

9. Creating a Form Using the Form Wizard: The Form Wizard makes it easy to create a form with your preferences because it prompts you to select the fields, the form layout, and the style for the new form. Creating a Form (continued) 9 9

10. CLASSROOM ACTIVITIES • A ____ is a database object that provides a convenient way to enter, edit, and view data from a table. • Answer:form • True or False? When you create a form, you add a new object to the database. • Answer: True.

11. CLASSROOM ACTIVITIES • True or False? You can create a form with a single click using the Form Wizard. • Answer: False. You can create a form with a single click using the Form Tool. • True or False? Using the Form Wizard, you can choose which fields to include on a form. • Answer: True.

12. Entering data in a form is similar to entering data in a table in Datasheet view. When you enter or edit a record in Form view, Access automatically updates the records in the table. Entering and Editing Data in a Form 12 12

13. CLASSROOM ACTIVITIES • When you enter or edit a record in Form view, Access automatically updates the records in the table. • Answer: True.

14. You can sort text and numbers in either ascending or descending order using the buttons in the Sort & Filter group on the Home tab. Ascending order sorts alphabetically from A to Z and numerically from the lowest to the highest number. Descending order sorts alphabetically from Z to A and numerically from the highest to the lowest number. Sorting Data in Datasheet View 14 14

15. CLASSROOM ACTIVITIES • True or False? You can sort text and numbers. • Answer: True. • True or False? Ascending order sorts alphabetically from Z to A. • Answer: False. Ascending order sorts alphabetically from A to Z.

16. Finding Data: The Find command, located in the Find group on the Home tab, provides a quick and easy way for you to locate specific records or find certain values within fields. You can search for data within a specific field, or you can search the entire table. Finding and Replacing Data 16 16

17. Finding Data (cont): Use options in the Find and Replace Dialog box to locate data. Finding and Replacing Data (continued) 17 17

18. Using the Replace Command: The Replace command locates the search text and replaces it with new text that you specify. You can choose to view and confirm each replacement individually or you can choose to replace all occurrences of the search text with a single click. Finding and Replacing Data (continued) 18 18

19. CLASSROOM ACTIVITIES • The ____ command provides a quick and easy way for you to locate specific records or find certain values within fields. • Answer: Find • The Find button is located on the ____ tab. • Answer: Home • True or False? You should use the Replace All command all of the time. • Answer: False. You should use the Replace All command only when you are confident about making all the replacements without reviewing them first.

20. A query is a database object which enables you to locate multiple records matching specified criteria. The New Object: Query button is located in the Other group on the Create tab. Creating a Query 20 20

21. When you create a query, you must identify all the fields for which you want to retrieve and show information. Creating a Query (continued) 21 21

22. CLASSROOM ACTIVITIES • True or False? The query provides a way for you to ask a question about the information stored in one or more database tables. • Answer: True. • True or False? The order in which you select the fields will be the order in which the information appears in the query results. • Answer: True.

23. A report is a database object which allows you to organize, summarize, and print all or a portion of the data in a database. Creating and Printing a Report 23 23

24. You can create a report based on a table or a query. You can create a report manually, but the Report Wizard provides an easy and fast way to design and create a report. Creating and Printing a Report (continued) 24 24

25. The wizard will ask you questions about which data you want to include in the report and how you want to format that data. Creating and Printing a Report (continued) 25 25

26. CLASSROOM ACTIVITIES • True or False? You can create a report based on a form. • Answer: False. You can create a report based on a table or a query. • True or False? You can create a report manually, or use the Report Wizard. • Answer: True.

27. It is common to create mailing labels based on the database information. Access provides a wizard to use a report format to create the labels. Creating Mailing Labels 27 27

28. CLASSROOM ACTIVITIES • True or False? Before creating labels, you must select a table. • Answer: True. • True or False? You cannot change the font or size of text on a label. • Answer: False. The wizard provides a step where you can change the font and size.

29. Summary In this lesson, you learned: • The Form Wizard helps you create a professional-looking, customized form for entering data. • Entering and editing data in a form is similar to entering and editing data in a table in Datasheet view. You use the same navigation buttons to move from one record to another. • You can sort records in Datasheet view in either ascending or descending order. 29 29

30. Summary (continued) • The Find command can save you time looking for records and specific values in a table. The Replace command can save you time finding and replacing specific text. • You can create a query to find records that match specified criteria. Access searches for and retrieves data from the table that matches the criteria you specify. 30 30

31. Summary (continued) • A report allows you to organize, summarize, and print all or a portion of the data in a database. You can choose the Report Wizard to guide you through the process in creating and formatting a report. • When you want to create mailing labels, you create a report object using the Label Wizard. 31 31

32. Key Terms • Form: A database object that provides a convenient way to enter, edit ad view data from a table. • Query: A database object that enables you to locate multiple records matching specified criteria. • Report: A database object that allows you to organize, summarize, and print all or a portion of the data in a database.