COMPUTER FORM 3 TOPIC :3 DATABASE AS INFORMATION SYSTEM | Afrisoft Scholars

FILTERS

Filters are used to narrow the list of records displayed
A filter looks for specific information in each record and then lists only those records that contain that specific information.

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Filter by Selection

Open the table on which you want to filter
Click on the field with the value you want to filter
Click on the Filter by Selection button on the toolbar

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Right-click on the field with the value to filter
Click on Filter by Selection on menu appearing

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Filter Excluding Selection

On the table on which you want to filter
Right-click on the field with the value to exclude
Click on Filter Excluding Selection on menu appearing

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Filter by Form

Open the table on which you want to filter
Click on Filter by Form button on the toolbar
The filter window may contain previous filters, click on Clear Grid button on the toolbar to remove
Enter the filters you want
Click on Apply Filter button on the toolbar to view the results

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Removing Filter

On Filtered view
Click on Remove Filter button on the toolbar to see all the records

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QUERIES

Access refers to the process of questioning, selecting and manipulating data as Querying.
Queries are used to search for a specific data contained in a table.

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Creating a Query using Design View

On database Window, click on queries objects
Double-click on ‘Create Query using Design View’
OR Click on New, Click on Design View, Click OK
On Show table window, click on a table you want for the query to get its values from
Click OK. If it’s more than one table, then continue to add the tables in the same way
Click close to close the show table window.
In query’s design view, the user has to add the fields for the query on field row by:
- Double-click on a field OR
- Drag the field to the field row
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Add criteria, calculated fields etc if needed.
View the query in datasheet view to see how the resulting query looks like
Save the query.

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Creating Query Using Wizard

On database Window, make sure you are Queries Objects
Double-click on ‘Create Query using Wizard’
OR Click on New, Click on Simple Query Wizard, Select OK
Select the table/query where you want the query to get its values from on tables/queries box
Select the fields, click Next
Follow the wizard steps and select options you want
On the last step, enter the query name, select where you want the query to be opened
Click Finish

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Creating a calculated field on Queries

On Query’s design view
On field row, click on the empty cell on field row
Type the field name, and the formula (how the field is going to get its values), the field name and the formula are being separated by a double colon (:)

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FORMS

Forms in Access are like any forms we usually fill in our everyday life.
Forms in Access are used to enter data in tables, to view existing data in queries tables and also to edit data in our databases tables.
The easiest way to create a form is by using Form Wizard and after creating you can switch to design view and customize the form.

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Creating a Form Using Form Wizard

On Database window, click on Forms Objects.
Double-click on ‘Create a Form using Wizard’
OR ‘Click on New, click on Form Wizard, Click OK’
Select the table / query where you want the form to get its values from
Select the fields you want for the form, click Next
Select the Form Layout, click Next
Select the style, click Next
Enter the Form Name
Select on which view you want the form to be opened
Click on Finish

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Creating A Form Using Autoform

On Database window, on Forms objects
Click on New
Select the type of Autoform you want
- Autoform: Columnar
- Autoform: Tabular
- Autoform: Datasheet
- Select the table/query you want the form to get its values from
- Click OK
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Formatting Form’s Controls

On Form’s Design View
Click on form’s controls to select
Use Formatting toolbar to format the control(s)

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Showing / Hiding Toolbox on Form’s Design View

On Form’s Design view
Click on View Menu
Click on Toolbox

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Creating a Label on a Form

On Form’s Design view
On Toolbox, click on Label control
Click on a Form where you want the label to appear
Type the label name
Press Enter to select the label
Use formatting toolbar to format the label

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REPORT

Report is the flexible means of presenting and displaying your data in a database.
In a report, data can not be modified or deleted, you can only view data.
The easiest way to create a report is by using wizard

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Creating a report using a wizard

On database window, click on Report Objects
Double-click on ‘Create Report using a wizard’
OR Click on New, Click on Report Wizard, Click OK
Select the table/query where you want the report to get its values from
Select the fields, click Next
Add grouping level(s), Click Next
If necessary add sort order for the detail records AND if any of the fields selected for the report has Currency or Number data type, then you will have Summary Options button allowing you (the user) to add calculated value e.g. sum, average etc
Click Next
Select the layout you want, Click Next
Select the style, Click Next
Enter the report name and where do you want the report to be viewed.
Click Finish.