access module

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 KEMENTERIAN PELAJARAN MALAYSIA Self Access Learning Module Database PUSAT PERKEMBANAGN KURIKULUM KEMENTERIAN PELAJARAN MALAYSIA I I C C T T L L L i i i t t e e r r r a a c c y y y f f f o o r r  S S e e c c c o o n n d d a a a r r r y y y S S c c h h o o o o l l  P P r r o o g g g r r r a a m m m m m m e e  

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KEMENTERIAN PELAJARAN MALAYSIA

Self Access Learning Module

Database

PUSAT PERKEMBANAGN KURIKULUMKEMENTERIAN PELAJARAN MALAYSIA

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MODUL I

IINNTTRROODDUUCCTTIIOONN TTOO MMIICCRROOSSOOFFTT AACCCCEESSSS 22000033 

Curriculum Development CentreMinistry of Education

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Name of Module: Introduction to Microsoft Access 2003

Learning Outcomes: Students should be able to:

a. state the usage of applicationb. list example which application of database is usedc. state the function of the features in databased. create a new database

Knowledge and Skills:

a. Students known the meaning and usage of databaseb. Start Microsoft Access 2003c. Create, Name and Save database file

d. Open existing databasee. Exit database application

Module Summary:At the end of the module, students should be able to open,name, save file and close database.

Activity Summary: Activities in this module involved:

a. Starting Microsoft Access 2003b. Naming and saving file database

c. Opening existing databased. Exercises

Meaning of database

A database is the computer equivalent of anorganized list of information. Typically, this information has acommon subject or purpose, such as the list of employees,

phonebook guide or a classmates address book.

Microsoft Access 2003 (Access 2003) is a database systemmanagement (database programs). It can store, manage, manipulate,

analyze, retrieve, display or publish information from database.

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Activity 1: Starting Microsoft Access 2003 

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 Windowsdesktop (see below).

Method 2:

1. Click-on the Start button, then click-on Programs, then click-on Microsoft Access2003 (Figure 1)

2. The following Access 2003 Getting Started Task Pane will appear on the rightside of your Access 2003 screen. (refer figure 2)

3. In the Open area of the Access 2003 Getting Started Task Pane, click the leftmouse button on Create a new file.

Figure 1

Shortcut icon MS Access 2003

Figure 2

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Activity 2: To Name and Save Database File

1. The New File menu screen on the top will appear when you click the left mousebutton on Create a new file.

2. Click–on Blank database. (Figure 3)

A File New Database menu screen, similar to the one below, will be on yourscreen. We’ll have to do several “things” to set-up this screen to save yourdatabase. ( Figure 4 )

3. Click-on the small down arrow on the right. Choose My Documents to save bydouble 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 studentsprofile as shown at the bottom of the above image. (Step 2)

Figure 4

Figure 3

Step 1

Step 2 Step 3

Click here

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5. Now click-on the Create button. (Step 3)

The following Students Profile: Database menu screen will appear.( Figure 5 )

6. Click File and click Exit to end this session and to close Ms Access 2003.

Activity 3: Open Existing Access Database 

There are two methods to open existing database.

Method 1:

1. Repeat Activity 1 to open Ms Access 2003. Once you have created a database,you will see your database in the Open portion of the Task Pane.

2. Click students profile. (refer Figure 6)

Figure 5

Figure 6

Click studentsprofile

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Method 2:

1. Click File in the Menu Bar, then click Open. (refer figure 7)

2. When the Open menu screen appears, click the small down arrow to the rightof the Look in area and 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 borderconsist of objects bar: Tables, Queries, Forms, Report, Pages, Macros andModules.

Fi ure 7

Access windowtitle bar

Database windowmenu bar

Database windowtitle bar

Objects bar

Groups bar

Database toolbar

Database window

Database windowtoolbar bar

Select My Documents

Click students profile

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There are 4 important objects as stated in the table below.

Objects Bar Function

Table

A collection of records that identify a category of data, such asCustomers, Orders, or Inventory. Data inside a table is arrangeby column name field and row named Record.

Field – A single characteristic or attribute of a person,place, object, event, or idea.

Record – A set of related field values.

FormUse to enter new information, to edit or remove existinginformation or to locate information.

Query

Used to locate information, to view, change or analyze it invarious ways. A select query retrieves data from one or moretables and displays the result in datasheet. A select query can

be used to group record and calculate sums, counts, averagesand other types of totals.

ReportTypically used to summarize, organize and analyze informationin order to express a particular point of view to specificaudience. 

4. Click File and Exit to stop this session.

At the end of this activities, you had learned how to:

i. Create a databaseii. Close a databaseiii. Open an existing database

In the next module you will learn how to design table and insert data.

Exercises

Question 1

Give two examples of database that you know.

Question 2

Create a database named Teachers Profile. Save this file in My Document  directory.

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MODULE 2

STUDENTS PROFILE

Curriculum Development CenterMinistry Of Education Malaysia

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Name of Module: Students Profile

Learning Outcomes: Student should be able to create a table, define primarykey and insert data.

Knowledge and Skills:

1. Students known how to differentiate field , record andtable  

2. Students known all types of data3. Creating table.4. Define primary key5. Inserting the data in the table.

Module summary:

At the end of this module, table below will be created by

students.

Activities summary:

This module involved a few activities such as;

1. Creating tables.

2. Inserting the data in the table.

3. Exercise.

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Steps Creating Table

1. Open MS Access 2003 software (Refer module 1, if needed).

2. Click File, click Open, find students profiles database file then click Open button. (refer Figure 2)

3. Database window students profile: Database will appeared as shown below(Figure 3) then click New button at database windows toolbar. The dialog box inFigure 4 will appear.

Figure 2

Figure 3

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4. Click Design View , then click OK to get Datasheet view as shown at Figure 5.

Figure 5 

5. At Field Name column, type in numbers and at Data type column, change valueText  to Number. (refer Figure 6)

Click this button to view the listof data type, then click number

Figure 4

DesignView

Fi ure 6

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There are 10 types of data as stated in the table below;

Types Data Function

Text

You may type in any alphabetical/numerical data that youdesire-up to a maximum of 255 characters. As indicated,this is a text field, so you can't do mathematicalcalculations. Examples of Text data are: names,addresses, stock numbers, room numbers, zip codes, etc

MemoThis field is for lots of text. You can have up to 32,000characters.

Number

This field is for numbers where you want to add, subtract,multiply, divide, average, and do numerical calculations.This field can be a very large size, so when we get toField Properties, we'll talk about "sizing" this field so itdoesn't take up too much "space" in storage.

Date/TimeDates and Times. You may format this later, as you maydesire.

CurrencyDollar ($). You may format this later, as you may desire.For example Ringgit Malaysia (RM)

AutoNumberThis field is an "automatic" counter that assigns a numbereach time you put data into a new field.

Yes/No This is a "True/False" or "Yes/No, 0/1” type of field.

OLE ObjectThis means "Object Link Embedding" which indicates youcan insert a graphic, picture, sound, etc. Pretty neat to puta photograph in a personnel record or a picture of aninventory item in the stock record (advanced stuff).

HyperlinkA hyperlink is a pointer from one object to another. Thedestination is frequently another Web page, but it canalso be a picture, an e-mail address, a file (such as amultimedia file or Microsoft Office document), or aprogram. The hyperlink itself can be displayed as text oras a picture.

Lookup WizardThis wizard creates a lookup column, which displays a listof values you can choose from.

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7. Insert data in the Field Name, Data Types for each fields as displays (Figure7). Students can move to the next column by press “Tab key”. 

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 or icon Primary Key  . Shown at figure 8.

Figure 7

PRIMARY KEY means the value in the primary key fields isneed to uniquely identify each record; that’s no record canhave the same value in this field. 

Primary key icon

close icon

Figure 8

2. Change Field Sizevalue to 100

1. Place the cursorat address 

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9. Click Close icon  as shown at figure 7 to close the creating table session.Then dialog box in figure 10 displayed.

10. Click Yes. Dialog box Save As in figure 10 displayed. 

Figure 10

Figure 11Key in table name here

Figure 9

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11. Type students profile at Table Name and then click OK at dialog box as shownin figure 10. Now you had finished creating one table named “studentsprofile:database” as shown below. (Figure 11)

Activity 2: Inserting data in the table

The students profile table that created before, not contains any data. Steps belowcan be used to key in the data. 

1. Click at Students Profile table then click open  at database window toolbar.(Figure 13)

students profiletable created

Figure 12

Figure 13

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2. Datasheet view Students Profile : Table as shown in figure 14 displayed.

3. Key in data at the students profile datasheet.

At the first row, type number ‘1’ at numbers column. Then, Type name AbdulRahman b. Idris at name column. Next, type address and ic number at address and icno column.

Figure 15

Figure 14

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4. Insert all data in the table by repeating the same process above. As a result,students will get the table below.

5. Click icon save to saving file. Students Profile table now contained fiverecords.

6. Click icon close to close the inserting data session. 

7. Exit the Microsoft Access 2003 Software.

Exercises

1. Build one of your friends profile table. Named the table “Co-curriculum Data”.That table must have fields as stated below:

• Numbers• Student Name• Class• Club• Sports• Uniforms Unit

2. Insert 10 record in that table.

Figure 16

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MODULE 3

USING RECORD IN DATABASE

Curriculum Development CenterMinistry Of Education Malaysia

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Name of Module: Using Record In Database 

Learning Outcomes: Students should be able to use and manipulate records indatabase.

Knowledge and Skills:

a. Students should be able to use record in database.b. add recordsc. add fieldd. edit recordse. find records from Table

Module Summary:

At the end of this module, table below will be created by

students.

Activity Summary:

Activities in this module involve:

1. add records

2. add field

3. edit records

4. find records from Table

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Activity 1: Add Records

1. Open Microsoft Access 2003

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 toopen the table in Datasheet view, as shown in figure 1.

4. To add new record, click on icon New Record that can be seen atdatabase toolbar or at the bottom of datasheet window. (refer figure 1).

5. Add five more record as below. (refer table 1)

name address icno

Alias b Mohamad No. 5, Jalan Desa Kayang 3, Desa kayang, 01000 950918-02-5533Mohd Shahid b Mohd No. 39, Taman Tapah, Jalan Pahang 35000 Tapah, 950912-05-5321Noorul-Aini bt Ambak No 15, Jalan Limau Kasturi, 4/4A 40000 Shah Alam, 950212-11-5678

Noor Asiah bt Zakaria Lot 2646, Kg Simpang Tiga, Bt 6 3/4, 53100 950402-04-5566Fasitah bt. Mansor No. 36, Jln. Melati, Tmn. Mewah, 31000 Batu Gajah, 950606-03-5432

Save record.

6. Close students profile : Table.

Table 1

Figure 1 

Icon New 

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Activity 2: Add Fields.

Method 1: Add field after the last field.

1. Click Design button at database toolbar windows Students Profile: Database,to display all the fields.

2. Click field below icno (refer Figure 2)

3. Type in email inside the Field Name and select text as the Data Type.

4. Save the record.

Method 2: Add new field in between the two fields

1. Click Design button at database toolbar windows Students Profile: Database,to display all the fields.

2. Click the address field ( the row will be highlight -refer Figure 3 )

Figure 2 

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3. Click Insert at menu bar, then click rows. A new row will be added.(refer Figure 4)

4. Put cursor in between field name and field address. 

5. Type in sex inside the blank Field Name and select text as the Data Type. (refer Figure 5)

6. Save students profile.

7. Click to close students profile : Table.

Figure 5 

Figure 4 

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Activity 3: Edit Record.

1. Open Students Profile table.

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)

numbers name sex a email

1 Abdul Rahman b. Idris male [email protected] Johana bt. Muhammad female [email protected] Faridah bt Abdullah Female [email protected] Rosnani bt. Sembok Female [email protected] Hassan b. Wahid Male [email protected] Alias b Mohamad Male [email protected] Mohd Shahid b Mohd Male [email protected] Noorul-Aini bt Ambak Female [email protected] Noor Asiah bt Zakaria Female [email protected] Fasitah bt. Mansor female [email protected]

4. Repeat step 2 above to add in 5 postcodes (see bold figure) inside the first fiverecord. (Refer Table 3).

Numbers name sex address

1 Abdul Rahman b. male 2304, Rumah Rumah Tasek Gelugor, 13300

2 Johana bt. femal No 24, Jln 1, Taman Seri Sinar, 50600 Kulal3 Faridah bt Abdullah Femal No 39, Jln Pinang Merah 11, 81000 Bandar4 Rosnani bt. Sembok Femal No 1005, Bukit Datu, 21200 Kuala5 Hassan b. Wahid Male No 101, Taman Rapat Jaya, 41000 Kelang,

5. Save students profile table.

Table 2 

Table 3 

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Activity 4: Finding Record From Table

1. Click field name.

2. Click icon Find (refer Figure 6) and dialog box Find and Replace will bedisplay as below (Figure 7).

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 namefield (refer figure 8).

Figure 6

Icon Find

Figure 7

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5. Click Find Next button to find similar name with Noor. Name Noor Asiah btZakaria will be highlighted.

6. You can repeat step 3 to find other record.

7. Click File and Close to end this session.

Exercise Module 3 

1. Based on your exercise in module 2 (“Curriculum Data”).

a. Add 3 new records

b. Add 2 new fields

c. Find records

Figure 8

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MODULE 4

CREATE FORM

Curriculum Development CenterMinistry Of Education Malaysia

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Name of Module: Create Form 

Learning Outcomes: Students should be able to create form and add record

Knowledge and Skills: Students should be able to :

a. Create formb. Add records

Module Summary:

At the end of this module, a form will be create by students.

Activity Summary:Activities in this module involve:a. Create formb. Add record

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Activity 1: Create Form

1. Open Microsoft Access 2003

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. 

4.Click double arrow to select Available Fields

1.Click Form

2.Click Create Form by

usin wizard

1.Click here

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5. The selected Fields will be remove from left to right.Then click Next

6. Click Next

1.Click Next

1.Click Next

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7. Click Standard for style.Then click Next

8. Click Finish

1.Click Standard

2.Clik Next

1.Click Finish

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9. The form will display as below

Activity 2: Add Fields.

1. To add new record, click on icon New Record that can be seen atdatabase toolbar or at the bottom of datasheet window.

1.New Record

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2. Add one more record as below.

Numbers Name sex address icno Email

11 Wan MohdSidqi Bin

WanAbd.Ghaffar

Male No.9Jln.Banggol

15300 KotaBharuKelantan

950617-03-6339

[email protected]

 

3. The form will display as below

4. Click File and Close to end this session.

Exercise Module 4

1. Based on your exercise in module 4 (“Create Form”).

a. Create new form.b. Add 3 new record.

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MODULE 5

CREATE REPORT

Curriculum Development CenterMinistry Of Education Malaysia

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Name of Module: Create Report 

Learning Outcomes: Students should be able to create report and print record

Knowledge and Skills:Students should be able to :

a. Create reportb. Print report

Module Summary:

At the end of this module, form below will be create by students.

Activity Summary:Activities in this module involve:

a. Create reportb. Print report

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Activity 1: Create Form

1. Open Microsoft Access 2003

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. 

4. Click double arrow to select Available Fields

1.Click Report

2.Click Create Report

b usin wizard

1.Click here

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5. The selected Fields will be remove from left to right.Then click Next

6. Click Next

1.Click Next

1.Click Next

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7. Click Next

8. At the Layout click Tabular.Select Landscape at the Orientation.

Then click Next.

1.Click Next

1.Click Tabular

2.Click Landscape

3.Click Next

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9.Select the Casual style.Then click Next.

10.Click Finish

1.Click Next

1.Click Finish

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11. A dialog box report will display as below

Activity 2: Print Report. 1. To print the report,click File and print

1.Click File

2.Click Print

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2. A dialog box print will display as below.

Then click OK.

Exercise Module 5

1. Based on your exercise in module 5 (“Create Report”).

c. Create a new reportd. Print the report

1.Click OK

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MODULE 6

CREATE QUERY

Curriculum Development CenterMinistry Of Education Malaysia

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Name of Module: Create Query 

Learning Outcomes: Students should be able to create query

Knowledge and Skills: Students should be able to :

a. Create queryb. Save query

Module Summary:

At the end of this module, the query below will be create bystudents.

Activity Summary:Activities in this module involve:

a. Create queryb. Save query

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Activity 1: Create Query. 1. Open Microsoft Access 2003

2. Click Open an Existing Database, then click file students profile and click OK.

3. In the database window, click Queries and click create query by using wizard.

4. Click double arrow to select Available Fields

1.Click here

1.Click Queries

2.Click Create query

by usin wizard

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5. The selected Fields will be remove from left to right.Then click Next

6. Click Finish

1.Click Next

1.Click Finish

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7. A dialog box will display as below.Click icon view.

8. A dialog box will display as below. 

9. At the row Criteria, type-in male and press Enter

10. Click icon Run

1.Click icon view

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11. A dialog box for male students will be display 

1.Type-in male 2.Icon Run

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Activity 2: Save Query. 1. Click File and Save As

2. Save file as : male students profile Query

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3. The file will be save as below

4. Click File and Close to end this session.

Exercise Module 6

1. Based on your exercise in module 6 (“Create Query”).

a.Create new report for female studentsb.Save the file as “ female students “