Jordan - ECDL/ICDL Advanced Access: A step-by-step guide to Advanced Databases using Microsoft Access

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ICDL /ECDL

Advanced Databases

Using Microsoft Access

Syllabus Version 2.0

Published by: Digidiscover

Arthurstown

New Ross

Co. Wexford

E-mail: conorjordan@gmail.com

Web: www.digidiscover.com

All material contained within this manual is copyright Digidiscover 2020. All rights reserved. Reproduction of this manuals content is forbidden without permission from Digidiscover.

International Computer Driving Licence, ICDL, European Computer Driving Licence, ECDL are all registered Trade Marks of The International Computer Driving Licence Foundation Limited.

Microsoft, Windows, Word, Excel, PowerPoint, Access and Outlook are trademarks of the Microsoft Corporation. Screenshots and names were used with permission from Microsoft.

Digidiscover is an independent company unaffiliated with Microsoft or The International Computer Driving Licence Foundation Limited.

The intent of this manual is to provide a guide to students and teachers to help them understand the current ICDL syllabus and the features associated with using the application as part of the curriculum.

Digidiscover does not guarantee students will pass their respective exams as a result of reading this manual. Its purpose is to enable students to gain a greater understanding of the application which may or may not help them achieve their desired results in exams.

Revision sections are for practice purposes only and are not official ICDL tests. Sample tests for each module can be downloaded from the ICDL website to prepare students for their exams.

Aims

The aim of this manual is to give students and teachers a clear understanding of the advanced features and functions of Microsoft Word required for Advanced ICDL certification. It aims to achieve this by providing a step-by-step tutorial designed to provide learners with the skills required to use the advanced elements of the application.

Objectives

On completion of this manual, learners should be able to:

• Understand how to create and use advanced databases
• Develop advanced relationships between tables
• Use queries such as table, update, delete and append data. Refine data using wildcards, parameters and calculations
• Develop forms and use controls to improve functionality
• Create report controls to do calculations and include subreports
• Develop macros and use linking

Downloading the Work Files

Work files associated with this manual provides the opportunity to practice the techniques outlined without having to type and format many documents saving the learner time to focus on the practical exercises. An internet connection is required to download the files. Visit www.digidiscover.com/downloads and click on the manual you are using.

Files should be saved in an ECDL folder in your Documents folder on your computer.

Contents

Section 1 Database Concepts

Types of Database Models

Databases are used to store and access data in many ways. They are often used for websites e.g. containing price and product information on an e-commerce site. Website content management systems allow users to make changes to web content without having to have technical knowledge. Databases can be used for business involved in distribution, logistics, shipping and inventories. They can be used to store data about customers such as contact details. This can then be modified and updated.

Hierarchal databases are similar to a tree structure. Records are stored in groups of master/subordinate relationships. This model is fast and simple to use but only contains one-to-many relationships.

Relational databases have data organised in a series of related tables. It can be manipulated in many different ways. This type of database is easy to create, access and add to.

Object-orientated databases have data represented by objects. Not all of these models support Structured Query Language. SQL is a language used in Microsoft Access when it runs Queries.

Stages of a Database

Stage 1 Design

The design must be clear and consider what the database will be used for. Future use should also be taken into account when designing a database. How will it output data? What will the result of the database be?

Stage 2 Creation

This involves developing tables, data input, relationships, forms, queries and reports.

Stage 3 Data Entry

This stage involves entering information into a database. This is a long, labour intensive process and requires a skilled user.

Stage 4 Data Maintenance

This involves adding new information and removing unnecessary data from a database to make it more efficient.

Stage 5 Information Retrieval

Information is retrieved and organised using queries, forms and reports. Users may be only allowed to use sections of a database because of restrictions.

Applications of Databases

Databases can be used for dynamic websites where data is retrieved and updated for information such as product details or prices. Databases is often used to manage mailing lists where email details are stored. These databases can then be updated when details change.

Website content management systems use databases where users without technical skills can edit information e.g. product sales details. The user may input data without having to know coding languages. This makes data entry more effective and efficient.

Customer Relationship Management Systems uses databases to store and retrieve customer details in an organisation. Information such as name and address can be used by a company. This information can then be updated whenever customers details change.

Structured Query Language

SQL is a language used in Microsoft Access that is converted when a Query is created. This language is used among many computing platforms including Azure and Microsofts SQL Server. The average user would not need to know the SQL code behind queries but it is useful to be aware of it.

1. Open the Car Sales database
2. Find the Vehicles Query
3. Run the Query
4. Click the drop-down arrow on the View button and select Design View
5. Click the drop down on the View button and select SQL View

1. The SQL code for the query is displayed
2. Click the Close button to close the SQL view
3. Close the database

Revision Section 1

1. Name the three types of database models.
2. Give some examples of what databases are used for.
3. What are the five stages of a database?
4. What are some of the applications of a database?
5. What is SQL and what computing platform use it?

Section 2 Tables and Relationships

Lookup in Fields/Columns

This is a field that contains all of the values that can be entered. This can help to reduce typing mistakes as users can select an entry from a predefined list. Settings can be applied to allow only entries from the list to be entered. Users can either type information into a field or lookup values from another table.

1. Open the Swift Cycles database
2. Open the Bicycles table in Design View
3. After the field name Telephone type in Seller
4. For Data Type choose Lookup Wizard

1. Choose I will type in the values that I want and click Next

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