Modular Designing Insert Menu Page Layout Menu 1. Pages section: allows to insert a new blank page after the current active page. 2. Table section: allows to insert a table into the document. 3. Illustrations section: allows to insert a shape from predefined libraries, insert picture from a file, insert the vector text into the document. 4. Objects section: allows to insert Microsoft office documents. 5. Links section: allows to insert link in a shape for quick access to another page of the document, a webpage, file or folder. 1. Pages setup section: allows automatically to resize the page, choose a paper size for the current page, switch the pages between portrait and landscape layouts, show/hide and customize the ruler size and insert page numbers. 2. Themes section: allows to change overall style of the entire document, including colours, style and fonts. Change the colors, effects and fonts of the current theme and set default theme for the document. 3. Spell check section: check the spelling of the text. Pressing F7 can also start the spell check. Checkpoint EDraw Max is all-in-one diagramming tool that allows to draw flowcharts, fishbone diagrams, UML diagrams or design floor plans, office layouts. The City School 101 2023-2024
View Menu Symbols Menu 1. Start slideshow section: allows to start slideshow from either the first page or the current page. 2. Document view section: allows to view the presentation in normal view. 3. Show/hide section: allows to show/hide rulers, gridlines and guidelines or page buttons. Turn on/off the snap to grid/snap to object option. 4. Zoom section: allows to zoom the page so that the entire page fits into the window. 5. Panel section: show or hide the library panel. 6. Window section: allows to switch between different windows. 1. Symbols section: allows to create a blank new library, create a new library will all images from a specified folder, close the current active library, save the current active library or open a specific library through Load Library feature. 2. Drawing tools section: allows to select objects or text in the document. Draw path or shape lines using Pencil, draw open and closed Bezier curves or straight lines using the Pen tool. Draw straight line using Line tool. Draw arc lines using Arc tool. Add, move, delete or convert anchors to edit paths. Draw spinal, oval, rectangle, polygon, rounded rectangle or star shapes. 3. Symbol tools section: allows to save the selected shape as a new symbol. Insert a text box using Text Tool. Press Ctrl and click the selected shapes to add a connection point. The City School 102 2023-2024
Modular Designing Help Menu 1. Help section: allows to have access to Dynamic Help, access frequently asked questions through FAQs, view video tutorials through Watch Video Tutorials. 2. Registration: allows to find updates through Check for Updates feature. 3. Contact: allows to navigate to EdrawSoft homepage through Home Page feature. 1. Open EDraw Max, and you will see the window of Available Templates. If you already have opened EDraw Max, click File > New. 2. In the Available Templates list, click Basic Diagram and all of the templates and examples in the Basic Diagram will appear in the central window. 4.3. Creating and Arranging Diagrams The City School 103 2023-2024
3. Double-click the template titled Highlight Shapes. 4. When the Highlight Shapes library opens, most of the space is taken up with a blank drawing page. (Sometimes, because it is important to line up the shapes when you create a diagram, there will be gridlines on the page.) 5. Click any shape on the Highlight Shapes template, hold down the mouse button, and drag the shape onto your drawing page. 6. When you release the mouse button, the shape is surrounded by dashed green lines with green squares called selection handles, and sometimes yellow diamonds called control handles. 7. Repeat step 5 and 6 to add another shape to the page. 8. Connect the shapes together by using the connector tool. The City School 104 2023-2024
Modular Designing 4.4. Working with Document Themes Set Default Theme Colour On the Page Layout tab, select a build-in theme. A document theme is a set of formatting choices that include a set of theme colours, fonts, connector styles and effects. You can set custom theme colours, fonts, connectors and effects based on the current theme. On the Page Layout tab, click Colours button. From the drop-down colour list, choose a colour scheme. To create a custom colour scheme, click Create Theme Colours at the bottom of the colour list. As new businesses start up commerce becomes dependent on the Internet there will be a 13% increase demand for graphic designers by 2020. (Bureau of Labor Statisitcs) The City School 105 2023-2024
Set Default Theme Font Set Default Shape Effect On Page Layout tab, click Fonts button. From the drop-down colour list, choose a theme font. To create a custom font style, click Create Theme Fonts at the bottom of the font list. Choose your desired font type, style, size and effect in the pop-up dialogue box and click OK. On the Page Layout tab, click Effects button. From the effect panel, choose a theme effect. The City School 106 2023-2024
Modular Designing Set Default Connector Style 1. On Page Layout tab, click Connectors button. From the drop-down colour list, choose a connector style. 2. To create a custom connector style, click Create Theme Connectors at the bottom of the list. 3. Set the line colour, dash type, line width, begin and end type from the pop-up dialogue box. 4. Click OK. The City School 107 2023-2024
Save a Current Theme You can save all the settings you have made as a custom theme. On Page Layout tab, open Theme Library. At the bottom of Theme library, click Save Current Theme. 4.5. Align, Distribute and Group 1. Select the shape which you want to align with others, then press Ctrl and click the shapes you want to align with. w. You can press Tab to switch the primary shape. In this case, we would align first two rectangles with respect to the third one. 2. On Home tab, in Arrange group, click Align. Select the alignment option you want. The City School 108 2023-2024
Modular Designing Tips: The align box is the minimal bounding box of the shapes. The Align command may be ineffective for connector shapes. When shapes are selected, the selection handles will appear. To group shapes, select the shapes you want to group, go to Arrange group on Home tab, point to Group, and then click Group (or press Ctrl + Shift + G). To ungroup shapes, select the group, go to Arrange group on Home tab, point to Group, and then click Ungroup (or press Ctrl +Shift +U). 1. On Home tab, click Text to choose Text Block Adjust Tool and then click the shape to select the text block. If the text is in a group, click to select the group, and then click to select the text block. Distribute Shapes Group and Ungroup 1. Select three or more shapes. 2. On Home tab, in Arrange group, click Distribute. 3. Choose a distribution option. • For Vertical distribution, the boundaries are defined by the top and bottom shapes in the selection. • For Horizontal distribution, the boundaries are defined by the leftmost and rightmost shapes in the selection. 4.6. Inserting Text in a Shape The City School 109 2023-2024
2. To rotate the text block, drag the rotation handle in the text block. When the cursor is over the rotation handle, it will become a round arrow. 3. To resize the text block, drag a selection handle until the text block is in the desired size. To delete the text block, select it and press delete key on the keyboard. 4.7. Inserting and Editing Backgrounds 1. On Page Layout tab, click Background and then select Choose Background. The City School 110 2023-2024
Modular Designing 2. All the backgrounds appear in the Library Panel on the left. 3. Select a background from the library panel and drag it on to the drawing area. 4. Alternatively, click on Library panel, select General, then click Backgrounds, and drag a background shape onto your page. The City School 111 2023-2024
5. If you want to add only one single colour to the background, switch to Page Layout tab and then click Background. Choose a colour for the page in the drop-down menu. 6. To remove the background, select Remove Background option. Editing a Background 1. You can edit the predefined backgrounds or the blank background. On View tab, click Background View button. The City School 112 2023-2024
Modular Designing 2. Select the background elements that you want to edit. You can delete elements from the background, change colour, move them around or resize them as per your design requirements. The image on the left shows the original background. Whereas the image on the right shows the edited background. 3. To exit the edit mode, click Normal View on View tab. 4.8. Layers in EDraw Max Layers help you deal with different groups of shapes. You can open the layer menu on the right sidebar to modify layer settings. The City School 113 2023-2024
Inserting Layers 1. To create a new layer, click New button on the bottom. You can check the Lock option to lock the contents of the layer. Check the Show option to show the content of the layer and vice versa. The Active option shows the layer you are working on. The Print option allows you to print the contents of a particular layer. 2. To insert object in a particular layer, make sure the layer is selected in the layers panel. The City School 114 2023-2024
Modular Designing 4.9. Formatting Shapes Open Shape Formatting You can format lines by clicking Line button on Home tab or the Right Side Format toolbar to select the options you want or use Line Colour onset lines’ colour and fills. The lines and arcs can be formatted in the following ways. 1. Add colour. 2. Add a fill mode. 3. Change the line weight. 4. Change the line cap. 5. Add or remove line ends to turn any line or other open shape into an arrow. 6. Add a shadow. 7. Change the transparency of the line or of its shadow. 8. Format the shape’s text. You can format shapes in your EDraw drawing by changing any or all of their attributes, such as line weight and pattern, fill colour and pattern, and text formatting. For example, you might use fill colour to make a drawing for a slide presentation more effective, or you might use line patterns to represent specific types of connections between shapes. A shape such as a line, arc, or zigzag. You can format an open shape with line patterns and ends, such as by changing a solid line to a dashed line and adding an arrow to one end. You can add line ends to open shapes, such as arcs or zigzag lines, but not to closed shapes. The City School 115 2023-2024
Closed Shape Formatting A shape that is surrounded by a continuous outline, such as a rectangle or circle. You can fill a closed shape with a colour or a pattern. Exploring Fill Options • No fill • Shape fill • Gradient fill • Single color gradient fill • Pattern fill • Picture and texture fill No Fill Checkpoint A document theme is a set of formatting choices that include a set of theme colours, fonts, connector styles and effects. Layers help you deal with different groups of shapes. The City School 116 2023-2024
Modular Designing Gradient Fill Solid Fill Single Color Gradient Fill The City School 117 2023-2024
Pattern Fill Picture Fill Applying Shadows You can apply outer, inner of perspective shadows to closed shapes. Outer Shadow The City School 118 2023-2024
Modular Designing Formatting Multiple Shapes You can format several shapes with one-time operation by doing one of the followings: • Selecting multiple shapes at the same time. • Selecting shapes in a group In the example below, we have applied picture fill to the group of shapes. Inner Shadow Perspective Shadow The City School 119 2023-2024
Style You can apply predefined styles to the shapes. To do so, select Style option on the Home tab. 1. Select the shape or shapes you want to format. 2. If the shapes are part of a group, select one or more shapes in the group. 3. On the Home tab, in Styles group, click Line, Fill or Shadow to open corresponding options dialogue. 4. Select the formatting options you want. 1. Select the shape whose formatting you want to copy. Duplicating the Shape Formatting The City School 120 2023-2024
Modular Designing 2. Click on the shape on which you want to apply the formatting Rulers Each drawing window has vertical and horizontal rulers that show measurements at the scale of the drawing. 1. The intervals of the ruler correspond to the measurement unit you set in the Page Setup dialogue box. 2. To access Page Setup dialog box, click on, Page Layout and select Page Setup. 3. From here you can either select Preset page size or Custom size 4. When you move shapes in a drawing, faint lines appear on the rulers to indicate the position of the shapes. 4.10. Formatting Shapes The City School 121 2023-2024
Grid The grid helps to position shape more precisely. You can show/hide the grid in the document. Use the Grid option in the View menu. By default, the grid is not printed with the document. If you want grid to be printed, select printing grid line option in the Page Setup dialogue. To change ruler measurement units, on the Page Layout tab, click Ruler & Grid button. Under Measurement Units, click the units you want. The City School 122 2023-2024
Modular Designing Show or Hide Grid or Rulers On the View tab, check or uncheck rulers or gridlines to show or hide them. 4.11. Printing Click the File menu button , and then click Print to set the print options. The City School 123 2023-2024
Drawing page: The page in a drawing window that contains a drawing. A page can be either a foreground or a background page. Each page has a size, which usually corresponds to a standard paper size, and it has a scale. Specifies the paper orientation as portrait or landscape. Click More Print Setup… to open the Print Setup dialogue box, where you can select printing options such as the margins, centering, printer, and paper source. Check to see if a drawing page and the printer paper work together the way you want. Changes you make to options on this tab apply to the current page only. Paper Orientation Setup Paper Size Shown in the list are the paper sizes supported by the current printer as well as global standard sizes. You can select Same as printer paper size on the Page Size tab to make changes to the paper size also apply to the drawing page size. Checkpoint Rulers are the vertical and horizontal lines that show measurements at the scale of the drawing. The grid helps to position shape more precisely. The City School 124 2023-2024
Modular Designing Reduces or enlarges the drawing page to a specified percentage of actual size for printing only. If the drawing page is larger than one paper size, the diagram will be printed onto more papers. Adjust To Fit To (Sheets Across by Sheets Down) Fits each drawing in the print job on the specified number of sheets across and down. Depending on the number of pages and the margins you specify, the drawing is enlarged or reduced. If the pages across and down are not proportional to the drawing’s dimensions, only those sheets needed to maintain the drawing’s proportions are used. Preview Print Preview If you aren’t satisfied with the result, you can change the print options in the Print Setup dialogue. Preview different page by clicking the arrows below the preview window. Lists any reduction or enlargement that you specify. Change this setting under Print zoom (all pages). This option only affects your printout; your actual drawing size is unchanged. Note that when you reduce or enlarge a scaled drawing, you cannot use the printout to measure real-world objects accurately. Click the File menu, and then click Print. The City School 125 2023-2024
Let’s Review 1. EDraw Max is an extremely powerful all-in-one diagramming tool that can serve all of your purposes. 2. EDraw user interface includes 7 major menus: File, Home, Insert, Page Layout, View, Symbols and Help. 3. Page layout allows to change page layout, change the page setup, theme and background. 4. A document theme is a set of formatting choices that include a set of theme colours, fonts, connector styles and effects. 5. To Group the objects press Ctrl + Shift + G. Similarly, to ungroup the objects, press Ctrl +Shift +U. 6. Layers help you deal with different groups of shapes. 7. Show option to show the content of the layer and vice versa. The active option shows the layer you are working on. The Print option allows you to print the contents of a particular layer. 8. A shape such as a line, arc, or zigzag is called an open shape. 9. A shape that is surrounded by a continuous outline, such as a rectangle or circle is called closed shape. 10. Rulers are vertical and horizontal lines that show measurements at the scale of the drawing. 11. The grid helps to position shape more precisely. My Notes! The City School 126 2023-2024
Online Television Streaming Personal Cloud Storage Finances eCommerce Healthcare Weather Government Organizations Social Media Sports Practical Uses of Databases
Student Learning Outcomes ISTE Student Standard Coverage 1. Understand the concept of databases. 2. Familiarize with the MS Access’s user interface. 3. Understand the concept of data types and data fields. 4. Work with creating and organizing tables in MS Access 5. Understand the purpose of primary and foreign key by creating relationship between tables. 6. Create queries to retrieve specific data from the tables. 7. Create, design and enter data in the tables through forms 8. Use mathematical operators in queries. 9. Create reports using the wizard. After going through this chapter, students will be able to: Empowered Learner Creative Communicator Computational Thinkiner 1a 1d 5a 5b 5c 5d 6d Handling Databases
5.1. Overview A structured set of data held in a computer, especially one that is accessible in various ways is called Database. A database is usually controlled by a database management system (DBMS). Together, the data and the DBMS, along with the applications that are associated with them, are referred to as a database system, often shortened to Database. The common language among electronic database is SQL. It works at the backend of most user interfaces in any application. MS Access is one of the softwares which use the same structure of SQL. Relational Database Management System (RDBMS). 5.2. Getting Started with MS Access Microsoft Access is a database management system (DBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. Access is an easy-to-use tool for creating business applications either from templates or from scratch. With its rich and intuitive design tools, Access can help in creating appealing and highly functional applications in a minimal amount of time. The City School 129 2023-2024Handling Databases
1. Quick Access Toolbar 2. The Ribbon The Quick Access Toolbar, located above the Ribbon, lets you access common commands no matter which tab you are on. By default, it shows the Save, Undo, and Redo commands. If you’d like, you can customize it by adding additional commands. Access uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, each with several groups of commands. For example, the Clipboard group on the Home tab contains commands such as Cut, Copy, and Paste. Click the arrow in the lower-right corner of the Ribbon to minimize it (see image on left). Click a tab to make the Ribbon reappear. It will disappear again when not in use (see image on right). The City School 130 2023-2024
Handling Databases 3. Tell Me 4. Microsoft Account 5. Navigation Pane The tell me box works like a search bar to help you quickly find tools or commands you want to use. From here, you can access your Microsoft account information, view your profile, and switch accounts. The Navigation pane is a list containing every object in your database. For easier viewing, the objects are organized into groups by type. You can open, rename, and delete objects using the Navigation pane. The City School 131 2023-2024
6. Documents Tab Bar 7. Record Navigation Bar 8. Record Search Box All open objects are displayed in tabs on the document tabs bar. To view an object, click its tab. The record navigation bar allows you to navigate records one at a time. Click the arrows to navigate through the records. You can jump to a specific record by typing its ID number into the box. You can use the record search box to search for any term in the current object. The first result will be selected automatically. To navigate through additional results, press the Enter key on your keyboard. The City School 132 2023-2024
Handling Databases 1. Back to Access: you can use the arrow to close Backstage view and return to Access. 2. Info: it contains information on the current database and tools to help you compact, repair, and encrypt the database. 3. New: allows to create a new database from scratch, or choose from a selection of templates. 4. Open: allows to open databases from your computer, including those you’ve recently edited. 5. Save and Save As: allows to save to save the current object. Use Save As to save a new version of the current object or even the entire database. 6. Print: contains options for printing the current object in your database. 7. Close: allows to close the current database. 8. Account: access your Microsoft account information. 9. Options: allows change various Access options 9. Backstage View Backstage view gives you various options for saving, opening, and printing your database. To access Backstage view Click the File tab on the Ribbon. The City School 133 2023-2024
5.3. Datatypes in MS Access Every field in a table has properties. Properties define the field’s characteristics and behaviour. The most important property for a field is its data type. A field’s data type determines what kind of data it can store. MS Access supports different types of data, each with a specific purpose. Here are some of the most common data types you will find used in a typical Microsoft Access database. Types of Data Description Short Text Text or combinations of text and numbers, including numbers that do not require calculating (e.g. phone numbers). Long Text Lengthy text or combinations of text and numbers. Number Numeric data used in mathematical calculations. Date/Time Date and time values for the years 100 through 9999. Currency Currency values and numeric data used in mathematical calculations involving data with one to four decimal places. AutoNumber A unique sequential (incremented by 1) number or random number assigned by Microsoft Access whenever a new record is added to a table. Yes/No Yes and No values and fields that contain only one of two values (Yes/No, True/False, or On/Off). 5.4. Creating Database in MS Access Follow the steps below to create your first database in MS Access: 1. To create a database from a template, we first need to open MS Access. 2. Select Blank Database. Enter the name and click the Create button. 3. Access will create a new blank database and will open up the table which is also completely blank. 4. After selecting a template related to your requirements, enter a name in the File name field and you can also specify another location for your file if you want and save it with your relevant name. The City School 134 2023-2024
Handling Databases 5.5. Understanding Tables in MS Access All tables are composed of horizontal rows and vertical columns, with small rectangles called cells in the places where rows and columns intersect. In Access, rows and columns are referred to as records and fields respectively. A field is a way of organizing information by type. Whereas, A record is one unit of information. Every cell on a given row is part of that row’s record. Each record has its own ID number. Within a table, each ID number is unique to its record and refers to all of the information within that record. The ID number for a record cannot be changed. The City School 135 2023-2024
Creating Tables in MS Access When you create a database, you store your data in tables. You should always start your design of a database by creating all of its tables and then creating any other object. Before you create tables, carefully consider your requirements and determine all the tables that you need. Create the first table that will store the basic contact information concerning the employees as shown in the following table: Field Name Data Type EmployeeID Autonumber FirstName Short Text LastName Short Text Address-1 Short Text Address-2 Short Text City Short Text State Short Text Zip Short Text Phone Short Text Phone Type Short Text The table can be created in two ways: Creating table through Design View tab: 1. Right click Table 1 in the navigation pane and select Design View. The City School 136 2023-2024
Handling Databases 2. Access will prompt you to save the table first. Enter a suitable name for your table. 3. Once in Design View, enter the field name and its respective data type. Once we type the field name MS Access will automatically assign the short text data type to the field which can be modified as per our requirement from the drop-down menu. 4. Switch to Datasheet View to have look at your table. It is important to save your table at this stage. The City School 137 2023-2024
5. The ID field is created in every table by default. To change the name of the ID field to EmployeeID, click Name and Caption option. Creating table through Datasheet View: You can directly enter table field name from the datasheet view in Access. 1. To add a new field, double click Click to Add button on the table. 2. Once you double click Click to Add, a drop down list will appear, prompting you to select the datatype for your field. For the present example, select Short Text. The City School 138 2023-2024
Handling Databases 3. After selecting the data type, enter the required field name. Enter FirstName as the field name for the given example. 4. After entring the field names, you can now enter records in the table. MS Access uses table relationships to join tables when you need to use them in a database object. There are several reasons why you should create table relationships before you create other database objects, such as forms, queries and reports. Facebook uses MySQL as primary database management systems for data storage such as wall posts, information of users, their timeline and so on. MS Excel is used to make graphs, charts, histograms and perform complext calculations where as MS Access is database management tool, used to store and manipulate data. Excel vs Access 5.6. Understanding Tables in MS Access The City School 139 2023-2024
• To work with records from more than one table, you often must create a query that joins the tables. • The query works by matching the values in the primary key field of the first table with a foreign key field in the second table. • When you design a form or report, MS Access uses the information it gathers from the table relationships you have already defined to present you with informed choices and to prepopulate property settings with appropriate default values. Primary Key A primary key, also called a primary keyword, is a key in a database that is unique for each record. It is a unique identifier, such as a driver license number, telephone number (including area code), or vehicle identification number (VIN). A relational database must always have one and only one primary key. Primary keys typically appear as columns in relational database tables. Foreign Key A foreign key is a column or group of columns in a relational database table that provides a link between data in two tables. It acts as a cross-reference between tables because it references the primary key of another table, thereby establishing a link between them. The City School 140 2023-2024
Handling Databases When you design a database, you divide your information into tables, each of which has a primary key and then add foreign keys to related tables that reference those primary keys. These foreign key-primary key pairings form the basis for table relationships and multi-table queries. Primary Key Relationship Primary Key Foreign Key In a database when we define any field as a Primary Key (PK) there are two rules or constraints applied to that field automatically. Not Null: This constraint enforces that this field cannot be left unused. In Database terminology, NOT NULL is not considered as empty or zero, it just defined as the data has not been entered yet. Unique: This constraint enforces that the data entered in this field cannot be repeated or all the values entered should be unique to each other. Checkpoint Rows are also called records whereas columns are called fields. Databases are structured set of data. 5.7. Constraints in MS Access The City School 141 2023-2024
For creating relationships in our database, we need another table and will name it tblHRData using Table Design as shown in the image. Make sure to select the relevant data type according to fields. Now we will work with One-to-One Relationship in MS Access. This relationship is used to relate one record from one table to one and only one record in another table. 1. Go to the Database Tools tab, click on the Relationships option. 2. Select tblEmployee and tblHRData holding the shift key and then click on the Add button to add them to our view and then close the Show Table dialogue box. 5.8. Creating Relationships in MS Access The City School 142 2023-2024
Handling Databases 3. To create a relationship between these two tables, use the mouse, and click and hold the EmployeeID field from tblEmployee and drag and drop that field on the field we want to relate by hovering the mouse right over EmployeeID from tblHRData. When you release your mouse button, Access will then open the Edit Relationships window. 4. This window relates EmployeeID of tblEmployee to EmployeeID of tblHRData. Now click on the Create button and now these two tables are related. 5. The relationship is now saved automatically and there’s no need to click on the Save button. Now that we have the most basic of relationships created, let us now go to the table side to see what has happened with this relationship. The City School 143 2023-2024
6. Open and enter 5 random records of an employee in tblEmployees table. Here, on the left-hand side of each record, you will see a little plus sign by default. When you create a relationship, Access will automatically add a sub-datasheet to that table. 5.9. Queries in MS Access Database tables can hold a lot of records, in some cases, millions or billions of them. Queries allow you to pull information from one or more tables based on a set of search conditions that you define. Planning a Query Pinpoint Identify When planning a query that uses more than one table, you should go through these four steps: Knowing precisely what question you want to answer is essential to building a useful query. Know every type of query result you want included in your query results. Checkpoint Unique constraint enforces that the data in the field cannot be repeated. Not Null enforces that field cannot be left unused. A query is a special “question” you apply to the database to find specific data and get the information you want. For this task, let’s continue working with the Employee table we have used before. The City School 144 2023-2024
Handling Databases Know the fields that you need to include in your query and the tables they are contained in. Know the criteria the information in each field needs to meet and the information you need to display. Locate Determine Example 1: For this task, let’s continue working with the Employee table we have used before. Let us suppose that we need the data of our employees with their first name, last name and their salaries which are higher than 3500$. Creating Queries in MS Access Pinpoint Employees who earn more than $3500 Identify FirstName, LastName, StartSalary Locate tblEmployee (EmployeeID, FirstName, LastName) tblHRData (StartSalary) Determine StartSalary>$3500 1. Click on the Query Design option from the create tab. 2. Select and add tbleEmployee and tblHRData. The City School 145 2023-2024
3. For the first column select the employee’s first name. In the second column select employee’s last name. In the third column select StartSalary. We can get the data from both tables accurately as both table’s EmployeeID fields are related to each other using PK and FK. 4. After selecting the fields for a query, you can see the name of fields and other options for Sort and setting a criterion. Select the Ascending option from the first column (FirstName). 5. In the third column enter the criteria for salaries as preferred. In the example, we have entered >3500. Which means that employees who have salaries greater than 3500 will be listed in ascending order after executing the queries. The City School 146 2023-2024
Handling Databases 12. Save the query by using the right click on the query tab and save it with any preferred name. In the example, we have saved the query with the name of Salaries Greater than 3500. Close the tab and run the query from the objects panel. Example 2: Assume that we need the list of employees who have joined after the year 2018. Pinpoint Employees who joined after 2018 Identify FirstName, LastName, HireDate Locate tblEmployee (EmployeeID, FirstName, LastName) tblHRData (HireDate) Determine HireDate>12/30/2018 1. Add the preferred columns along with the field of HireDate from tblHRData. 2. And enter the criteria as >12/30/2018 and press enter. 3. Save the query with an appropriate name. 4. You will see list of employees who have joined after 2018. The City School 147 2023-2024
Example 3: For this example, lets suppose we want to sort employees based on a specific city based on user input. 1. In order to take user input, the query design should look like this. 2. Save and run the query and this time you will observe a 3. dialogue box will appear asking parameters. 4. Enter the name of the city in the dialog box and press OK. 5. The results would appear based on the input specified. Forms in Access are like display cases in stores that make it easier to view or get the items that you want. MS Access is not just a database software, it also gives us the liberty to use it as a software solution for business organizations, and to fulfil this purpose using forms are one essential part where a user can access or enter the relevant records in a database. Since forms are objects through which you or other users can add, edit, or display the data stored in your Access desktop database, the design of your form is an important aspect. Forms in MS Access Creating Forms 5.10.Forms and Reports in MS Access There are a few methods you can use to create forms in Access. One of the easiest ways to create a form is with a wizard. The City School 148 2023-2024
Handling Databases 1. Open your database and go to the Create tab. In the Forms group, in the upper right-hand corner, you will see the Form Wizard button. 2. On this first screen in the wizard, you can select fields that you want to display on your form, and you can choose from fields from more than one table or a query. Let us assume we want to simply have a quick form that we are going to use for data entry for our employee information. 3. Let us assume we want to simply have a quick form that we are going to use for data entry for our employee information. From the Tables/Queries drop-down list, select tblEmployees table. Click on the double arrow to move all the fields at once and click Next. The City School 149 2023-2024
4. After clicking next, the Form Wizard will ask for the layout that we would like for our form. We have the columnar, tabular, datasheet and justified layouts. We will choose the columnar layout here and then click Next. 5. On the next windows we need to give a title to our form i.e. employeeForm. 6. Take a look at the following image. This is what form looks like. The City School 150 2023-2024