Skill Sets covered during the session:



European

Computer

Driving

Licence

ECDL Syllabus 5.0

Form 4

ECDL Core

2009

Contents

Module 1 Concepts of Information & Communication Technology (ICT) 1

Operating System Software 1

Applications Software 1

Enhancing Accessibility 2

( Activity 1 3

Module 3 Word Processing 4

Mail Merge 4

Preparing the Main Document 4

Preparing the Data Source File 5

( Activity 2 10

Merging the Data 11

( Activity 3 13

Module 4 Spreadsheets 14

Charts 14

Creating a Chart 15

Changing the Chart Type 17

Moving, Resizing & Deleting a Chart 17

( Activity 4 18

Adding, Editing & Removing a Chart Title 19

Adding Data Labels 19

Changing the Chart Area Background 19

Printing a Selected Chart 20

( Activity 5 20

Module 5 Using Databases 21

Understanding Databases 21

Database Organization 21

Opening & Closing MS Access 23

Opening & Closing a Database File 23

Creating a New Database File 26

( Activity 6 27

Showing & Hiding Toolbars 27

Using Help 27

Opening, Saving & Closing Objects 28

Changing between Objects & View Modes 28

( Activity 7 29

Creating a New Table 29

Setting a Field as a Primary Key 31

( Activity 8 32

Deleting a Table, Query, Form & Report 33

Navigating between Records in a Table, Query or Form 33

Sorting Records 35

Adding & Deleting Records in a Table 35

Adding, Modifying & Deleting Data in a Record 37

Changing the Width of a Column 37

( Activity 9 38

Applying Field Property Settings 38

Indexing a Field 43

Adding a Field to an Existing Table 44

( Activity 10 45

Creating Queries 46

Adding Criteria Using Comparison Operators 49

( Activity 11 50

Creating & Naming a Form 50

Entering, Modifying & Deleting Records 53

Adding & Modifying Text in Form Headers & Footers 54

( Activity 12 56

Creating & Naming a Report 57

Changing the Arrangement of Data Fields & Headings 61

Modifying Report Headers & Footers 62

( Activity 13 63

Module 6 Presentation 64

Inserting a Graphical Object into the Master Slide 64

Adding Footers 65

( Activity 14 66

Creating Charts 67

Selecting a Chart 68

Changing the Chart Type 68

Adding, Removing & Editing a Chart Title 68

Adding Data Labels 69

Changing Colour in a Chart 70

( Activity 15 70

Creating an Organisation Chart 70

Adding & Removing Co-workers & Subordinates 71

Spell Checking a Presentation 72

Printing 73

( Activity 16 75

Courseware compiled by

James Cilia

2009

Module 1

Concepts of Information & Communication Technology (ICT)

Operating System Software

Systems software is a program that controls the computer and enables it to run applications software (discussed further down). Systems software allows the computer to manage its internal resources.

This software is designed to allow the computer system to manage its own resources (disks, monitor, keyboard, and printer). This software runs the basic computer operations - it tells the hardware what to do and how, and when to do it. Applications software cannot run without system software.

There are several brands of system software:

▪ MS Windows – is the most common operating system on Computers. MS Windows provides an easy interface between the computer and the user. It uses pictures (graphical representations) which look like push buttons on the screen and you can use the mouse to press them. This interface is known as a Graphical User Interface (GUI).

MS Windows comes in a variety of versions. It has been updated over the years to make it more powerful and easier to use.

▪ Macintosh Operating System (Mac OS) – is the standard operating for Apple Corporation’s Macintosh computers. Like Windows, the MAC OS has a GUI interface.

Besides, MS Windows and MAC OS there are other operating systems for example Linux, Unix and OS/2 Warp.

Applications Software

Applications software are programs that help the user carry out specific tasks on the computer. Such software has been written for a specific application - such as word-processors, spreadsheets, databases and presentation software.

Application software falls into two categories:

▪ Tailor-made (or Custom-written) software – is software designed for a particular customer. Typically individual computer programmers or software houses are contracted to develop computerised systems for companies and organisations.

▪ Off-the-Shelf (or packaged) software – is software designed for use by the general public. Typically off-the-shelf software is available from all software selling shops. Large software houses develop this software.

Off-the-shelf software includes:

▪ Word-processing programs (e.g. MS Word, Writer) – used to prepare text-based documents such as letters, memos, reports etc.

▪ Spreadsheet programs (e.g. MS Excel, Calc) – used to analyse and summarise numerical data. Spreadsheets are commonly used in accounting environments to prepare balance sheets and financial reports.

▪ Database programs (e.g. MS Access, Base) – used to organise and manage large quantities of data. Databases enable efficient manipulation of data.

▪ Presentation graphics programs (e.g. MS PowerPoint, Impress) – used to organise text and numeric data in an appropriate format to be displayed to a group of people. Typically presentations are used in the preparation of on-screen displays, overhead transparencies and 35mm slides.

▪ Photoediting programs (e.g. MS PhotoEditor, Adobe PhotoShop, GIMP) – used to alter images and graphics. These programs are used to change the size of pictures, crop pictures, adjust the colours of pictures etc.

▪ Desktop publishing programs (e.g. MS Publisher, Adobe InDesign) – used to prepare high quality printed material e.g. flyers, invitations, posters, reports, magazines, and books.

▪ Internet Web Browsers (e.g. MS Internet Explorer, Mozilla Firefox, Opera) – used to locate and display information at Web sites. Browsers display Web pages with text, graphics, sounds and video-clips.

▪ Communications software (e.g. MS Outlook, Mozilla Thunderbird) – used for the transmission of electronic messages or documents between different computers.

Enhancing Accessibility

Persons with special needs make use of specific hardware and software to help them work on a computer. Such hardware and software is often referred to as assistive technology.

▪ Voice recognition software is a program used to convert spoken words to text. The term "voice recognition" is sometimes used to refer to speech recognition where the recognition system is trained to a particular speaker. These programs are often used by persons with visibility impairment.

▪ Screen reader is a program that reads the contents of a computer screen aloud to a user. Screen readers are used primarily by visually impaired persons.

▪ Screen magnifier is a program that magnifies a portion of the computer screen, so that it can be more easily viewed. Screen magnifiers are used primarily by individuals with partial visual impairment.

▪ On-screen keyboard is a program that displays a virtual keyboard on the computer screen that allows people with mobility impairments to type data by using a pointing device or joystick. Besides providing a minimum level of functionality for some people with mobility impairments, on–screen keyboard can also help people who do not know how to type.

( Activity 1

1. Distinguish between operating systems software and applications software.

2. Name two common operating systems software.

3. List 5 categories of applications software.

4. Briefly explain three types of assistive technology.

Module 3

Word Processing

Mail Merge

Sometimes you may need to send a standard letter to a large number of contacts. Typically you will address each of these letters specifically to the intended recipient and you may also need to prepare labels with individual recipient addresses to affix to the envelope.

The novice user might type the standard letter, save it and then personalize each of these letters manually by typing the recipient contact details. However, this task is expensive in terms of time especially if the same letter is sent to many recipients.

The mail merge facility in MS Word makes the task of generating mass mailing letters and labels relatively easy.

Preparing any type of merged document typically involves two files:

▪ The main document contains the standardised text and graphics to be included on the letters or labels. You insert special instructions, known as merge fields, in this document to indicate where you want the variable information to be printed from the data source file.

▪ The data source file contains the information that varies with each version - for example, names, addresses, account numbers etc.

When you merge the data source file and the main document, MS Word inserts the appropriate information from the data file in the main document’s standard text.

Preparing the Main Document

The first step when you perform a mail merge is creating a main document. If you want to use an existing document as a mail merge main document, open it before you choose mail merge.

To create the Main Document:

1. Type the main document or letter and save it.

2. Click Tools menu.

3. Point to Letters & Mailings.

4. Click Mail Merge Wizard... The Mail Merge task pane will be displayed.

5. Tick the option Letters.

6. Click Next: Starting document. (located at the bottom of Mail Merge task pane).

[pic]

7. Tick the option Use the current document if you want to use the active letter/document displayed on the screen.

8. Click Next: Selecting recipients. (located at the bottom of Mail Merge task pane).

The Mail Merge wizard will prompt you to select the recipients to be later included in the letter (refer to next section).

Preparing the Data Source File

As indicated earlier on, the data source file contains the text and graphics that vary with each version of a merged document. The second step when you perform a mail merge is creating a new data source file or use an existing data source file. In this section you will create a new data source file. However, before creating a new data source file, you will learn about some basic concepts of data organisation.

Each set of related information makes up one record in the data file. One record in a person’s mailing list, for example, contains all the information for one individual person.

The different types of information – title, name, mailing address, father’s name, and so on - are called fields. Each field in the data file must have a unique name. In most cases, you list the field names in the first record of the data file, called the header record.

The remaining records in the data file, the data records, contain the field information corresponding to each field name in the header record.

|Name |Surname |Address1 |Address2 |Town |

|John |Borg |44, |Main Street |Qormi |

|Mary |Vella |‘Il-Bejta’ |St. Philip Street |Zebbug |

You can go through the following steps to create a new data source file. The following steps continue from the previous section.

1. Tick the option Type a new list if you want to create a new data source file. If you want to use an existing data source file, tick the option Use an existing list.

2. Click Create… below Type a new list. The New Address List dialog box will be displayed. This dialog box lists the fields you are likely to use in letters, labels and envelopes. You can remove any of these fields or add new fields to the data source file.

3. Click Customise… button to remove, add or rename fields in the data source file. The Customise Address List dialog box will be displayed.

[pic]

[pic]

4. To remove a field:

i. Click the field name to delete.

ii. Click Delete button in the Customise Address List dialog box. The underlying message will be displayed.

iii. Click Yes button. The deleted field will no longer be displayed in the Customise Address List dialog box.

[pic]

To add a field:

i. Click Add… button in the Customise Address List dialog box. The Add field dialog box will be displayed.

ii. Type a name for your field.

iii. Click OK button. The fieldname will be displayed in the Customise Address List dialog box.

To rename a field:

i. Click Rename button in the Customise Address List dialog box. The Rename Field dialog box will be displayed.

ii. Type in the new name in the To: field.

iii. Click OK button. The fieldname will be displayed in the Customise Address List dialog box.

To arrange the order of field:

i. Click the field name to adjust its position in the Customise Address List dialog box.

ii. Click Move up or Move down button.

5. Following changes made in the Customise Address List dialog box (step 4), click OK button. The Customise Address List dialog box will be closed. The New Address List dialog box will display the added or renamed fields.

[pic]

6. Click Close button. The Save Address List dialog box will be displayed.

7. Browse to the drive/folder where the file will be saved.

8. Type in a name for the data source file in the File name: field.

9. Click Save button. The Mail Merge Recipients dialog box will be displayed. Also the mail merge toolbar will be displayed.

[pic]

10. Click OK button to close the Mail Merge Recipients dialog box.

Following the creation of the data source file you will proceed with typing in the data:

1. Click Edit recipient list… in the Mail Merge task pane or the Mail Merge Recipients button in the Mail Merge toolbar. The Mail Merge Recipients dialog box will be displayed.

[pic]

2. Click Edit… button. The New Address List dialog box will be displayed.

3. Type in the data in the fields.

[pic]

4. Click New Entry button to type in the data of the next record.

5. Repeat step 3-4 (in this section) for further record entries.

6. Click Close button to return to the Mail Merge Recipients dialog box. The latter will display all record entries.

7. Click OK button to close the Mail Merge Recipients dialog box.

To edit a record:

1. Repeat steps 1-2 as above.

2. You can navigate to the specific record to edit using the First, Previous, Next or Last button in the View Entries section.

[pic]

Alternatively you can move to a direct record if you know any piece of data in this record:

i. Click the Find… button. The Find Entry dialog box will be displayed.

ii. In the Find: field type the data you know.

iii. Tick the option All fields to search this data in all fields. Tick the option This field and select the field (from the drop-down list) to locate the record.

iv. Click Find Next button to move to the record showing the data entered in step ii.

v. Repeat step iv to move to the next record showing the data entered in step ii.

vi. Click Cancel button of the Find Entry dialog box.

[pic]

3. Edit the data as necessary.

4. Click Close button to return to the Mail Merge Recipients dialog box.

5. Click Cancel button to close the Mail Merge Recipients dialog box.

To delete a record:

1. Click Edit recipient list… in the Mail Merge task pane or the Mail Merge Recipients button in the Mail Merge toolbar. The Mail Merge Recipients dialog box will be displayed.

2. Click Edit… button. The New Address List dialog box will be displayed.

3. Repeat step 2 as above to locate the record to delete.

4. Click Delete Entry button. You will be prompted to confirm whether you wish to proceed with the deletion or not.

5. Click Yes button. The record will be deleted from the data source file.

6. Click Close button to return to the Mail Merge recipients dialog box.

7. Click OK button.

( Activity 2

1. Start MS Word and open a new blank document.

2. Save this document as announce.doc in the folder Module 3 Exercises.

3. Type in the following text:

18th February 2004

Attn.

Joseph Muscat,

St. Philip,

Main Street,

Zebbug ZBG 1010

Dear Joseph,

You are requested to call at Administration Building RM 205 to collect your invitation.

Sincerely yours,

James

4. Create a data source file containing the following fields:

Name, Surname, Address1, Address2, City, Country, Postcode.

continued…

5. Save the data source file as addresslist.doc in the folder Module 3 Exercises.

6. Enter the following data in this file:

|Name |Surname |Address1 |Address2 |City |Country |Postcode |

|John |Vella |St. Peter |Main Street |Balzan |Malta |BZN3333 |

|Mary |Bonanno |55 |Mdina Road |Qormi |Malta |QRM2222 |

|Phil |Costa |Il-Bejta |St. Joseph Street |Msida |Malta |MSD1111 |

7. Edit the Surname of the second record from Bonanno to Borg.

8. Delete the third record. Add the following record instead:

|Name |Surname |Address1 |Address2 |City |Country |Postcode |

|Mario |Calleja |My Nest |St. Philip Street |Zebbug |Malta |ZBG4444 |

9. Save and close the documents announce.doc and addresslist.doc. Close MS Word.

Merging the Data

Once you have created the main document and attached to it a data source file it is very easy to perform the merge process. To tell MS Word where you want variable information printed, you insert the merge field names defined in the attached file. When you merge the main document with the data file, Word replaces the merge field names with the corresponding field information from each record in the data file.

1. In the main document, place the cursor at the location where the merge field will be inserted.

2. Click Insert Merge Fields button in the Mail Merge toolbar. The Insert Merge field dialog box will be displayed.

3. Select the appropriate field names.

4. Click Insert button.

5. Click Close button.

6. Repeat steps 1-5 as necessary.

«Title» «Name» «Surname»

«Address_Line_1»

«Address_Line_2»

«Town» «Post_code»

7. Click View Merged Data button. The document will display the data.

8. Click Merge to Printer button to print the letters including the merged data. The Merge to Printer dialog box will be displayed.

9. Tick the appropriate option.

10. Click OK button to print the letter/s.

[pic]

Note that:

▪ Each merge field starts and ends with these special “chevron” symbols . You cannot insert a merge field from the keyboard; you have to use Insert Merge Fields button.

▪ Don’t forget to include spaces between merge fields if they are separate words and remember the punctuation that needs to appear in the finished document.

▪ If you see a field code such as {MERGEFIELD Title} instead of «Title», select it and press ALT+F9 key combination to display the field result.

Some buttons in the Mail Merge toolbar:

|Button |Effect |

|[pic] |Click the name of the field you want to use, and MS Word inserts it in the main document. When you perform |

| |the mail merge later on, Word reads this field from the data file, and inserts it in this place in the main |

| |document. |

|[pic] |Choose this button to switch between views of the document with the field names displayed, or with the actual|

| |data. |

|[pic] |These buttons move you to either the beginning of the data file or to the previous record in the data file. |

|[pic] |These buttons move you to either the end of the data file or the next record in the data file. |

|[pic] |This button invokes the Mail Merge Helper dialog box. Use this when you want to begin the merge process |

| |again. |

|[pic] |Use this button to check the mail merge main document against the data file. If there are field names in the|

| |main document that do not appear in the data file, this identifies them. |

|[pic] |These buttons control the mail merge process and are used to perform a mail merge, send a mail merge document|

| |to a printer or to email instead. |

|[pic] |These buttons allow you to find a particular field in the data file, or open a data file for editing. |

( Activity 3

You will use Module 3 practice files.

1. Open the document announce.doc in the folder Module 3 Exercises. You will use this document as the form letter for a mail merge.

2. Use the file addresslist.doc in the folder Module 3 Exercises as the data source to be merged with the announce.doc form letter.

3. Replace the existing name and address lines at the top of the announce.doc document with the appropriate address block.

Joseph Muscat,

St. Philip,

Main Street,

Zebbug ZBG 1010

Dear Joseph,

with the following fields:

Dear

…

4. Merge the address list data source file with the letter to create a mail-merged document showing all the addressees.

5. Save the mail merge document as merge.doc in folder Module 3 Exercises.

6. Save and close all open documents. Close MS Word.

Module 4

Spreadsheets

Charts

A chart/graph is a graphical representation of the numeric data in a worksheet. Each cell (or piece of data) represented in the chart is called a data point. Data points are represented on the chart by bars, columns, lines, or some other graphical device. A group of related data points is called a data series.

|Name |English |Maltese |Maths |

|Anthony |55 |80 |74 |

|Maria |63 |43 |84 |

|Philip |62 |57 |65 |

|Rita |43 |7 |95 |

[pic]

Typically, values are plotted along the vertical plane (y-axis) and categories are plotted along the horizontal plane (x-axis). Labels that run horizontally under the various data series and display the categories represented are x-axis labels. Labels running vertically and listing the value increments are the y-axis labels.

[pic]

Creating a Chart

1. Highlight the data to be included in the graph.

2. Click Insert menu.

3. Click Chart… The Chart Wizard dialog box will be displayed.

[pic]

4. Select a chart from the Chart type: list, and then select a subtype from the Chart sub-type: group.

If you selected your data in advance, you can see a preview of the chart by clicking the Press and Hold to View Sample button. Click Next button. The second Chart Wizard dialog box appears.

[pic]

5. If you did not highlight the data earlier, use the Data range box to enter the range you want to chart. You can select the range coordinates by highlighting the range directly on the sheet. Click Next button. The third Chart Wizard dialog box appears.

[pic]

6. Click the Chart-title: field and type in a title explaining the subject of the chart. Click in the Category (X) axis: field and type in a title explaining what type of data is on the X-axis. Click in the Value (Y) axis: field and type in a title explaining what unit/s of measurement is/are used for the values. Examine the sample Chart on the left of the dialog box and if everything is right click on Next button. The final Chart Wizard dialog box is displayed.

[pic]

7. To insert the chart as a new chart sheet, activate the As new sheet: option and enter a title for the sheet in the text box provided. If you prefer to embed the chart on an existing worksheet, activate the As object in: option and use the drop-down list to choose the sheet you want to use. Click Finish button.

Note that:

▪ You can click the Chart Wizard button instead of step 3 and 4.

Changing the Chart Type

You can change the chart type after you create a chart:

1. Click anywhere in the chart. If the chart is embedded on the sheet where the data is located, the chart border will display sizing handles (small black squares).

2. Click Chart menu.

3. Click Chart Type… The Chart Type dialog box will be displayed.

4. Select a chart from the Chart type: list, and then select a subtype from the Chart sub-type: group.

5. Click OK button.

Moving, Resizing & Deleting a Chart

To move or copy a chart between different sheets or workbooks:

1. Click anywhere in the chart to copy/move.

2. Click Cut button (to move) or Copy button (to copy).

3. Click in the sheet or workbook where the chart will be moved or copied.

4. Click Paste button.

To resize a chart:

1. Click anywhere inside the chart. The chart border displays sizing handles.

2. Position the pointer on one of the sizing handles. The pointer changes to a double-headed arrow.

3. Drag the mouse to resize the chart.

Note that:

▪ If you drag the corner handles, the chart expands/contracts proportionately to its current size. If you drag the edge handles, the chart expands or contracts in that direction only.

To delete a chart:

1. Click anywhere inside the chart.

2. Press DELETE key.

Note that:

▪ If the chart is in a separate sheet click Edit menu and click Delete Sheet.

( Activity 4

You will use Module 4 practice files.

1. Open the workbook graphs.xls located in the folder Module 4 Exercises.

2. Create a chart showing the following data:

X-data series Student

Y-data series English

History

Chart Type Column

Format Clustered Column with 3D Visual effect.

Chart Title Results

Category Group A

Value Max. 100 marks

Place chart As new sheet: First Results

3. Switch to Sheet1.

4. Create a chart showing the following data:

X-data series Student

Y-data series English

Science

Chart Type Column

Format Clustered Column. Compares values across categories.

Chart Title English & Science Results

Category Group A

Value Max. 100 marks

Place chart As object in: Sheet1

5. Move the chart created in the previous step such that the top left corner is in cell A13 below the data.

6. Resize the chart such that the bottom right corner of the chart will be in cell G33.

7. Delete the chart. Undo the previous command.

8. Save and close the workbook. Close MS Excel.

Adding, Editing & Removing a Chart Title

1. Click anywhere in the chart.

2. Click Chart menu.

3. Click Chart Options… The Chart Options dialog box will be displayed.

4. Edit or remove the chart or axis titles.

5. Click OK button.

Adding Data Labels

You can add two kinds of labels to a chart:

▪ Value Labels – these indicate the numerical values of the individual data points.

▪ Text Labels – these display the names of the data points. By default, MS Excel already displays these names on an axis.

To add/remove labels to your chart:

1. Click anywhere in the chart.

2. Click Chart menu.

3. Click Chart Options… The Chart Options dialog box will be displayed.

4. Click Data Labels tab.

5. Select or deselect either Show value or/and Show label.

6. Click OK button.

[pic]

Changing the Chart Area Background

You can modify the colours of the chart area, plot area and data series:

1. Click anywhere on the chart area (outside the plot area), plot area or data series.

2. Click Format menu.

3. Click Selected Chart Area, Selected Plot Area or Selected Data Series. The Format Chart Area or Plot Area or Data Series dialog box will be displayed.

4. Click Patterns tab.

5. Select the appropriate colours for the Border and Area.

6. Click OK button.

Printing a Selected Chart

You can print a chart as follows:

1. On the worksheet, click the embedded chart to print. If the chart is in a separate sheet, click the chart sheet to print.

2. Click File menu.

3. Click Page Setup.

4. On the Chart tab, under Printed chart size, click Use full page, Scale to fit page, or Custom.

5. Click File menu.

6. Click Print.

Note that:

▪ If you click Custom, and then click OK, you can drag the chart area to the location and size that you want.

( Activity 5

You will use Module 4 practice files.

1. Open the workbook graphs.xls located in the folder Module 4 Exercises.

2. In the First Results sheet, edit the chart title Results to English & History Results

3. Edit the Value axis title from Max. 100 marks to 100 marks.

4. Modify the chart such that all columns display value labels.

5. Apply a light yellow colour to the chart area.

6. Apply a white colour to the plot area.

7. Apply a green colour to the red coloured columns.

8. Save and close the workbook. Close MS Excel.

Module 5

Using Databases

Understanding Databases

A database is an organised collection of data. We are familiar with many examples of databases that are not computerised. These include telephone directories, address books and TV programme listings. All of these have well organised data referred to as information.

A telephone directory book lists the name, surname, address and phone number of every subscriber. This data is sorted in alphabetical order according to the surname of the subscriber. Accordingly you can only search for a phone number provided you know the person’s surname. However, a database program with the same information as that found on a telephone directory enables you to search a phone number using any piece (name, address and phone number) of information, which you know about the person.

Storing a database on a computer:

▪ increases the speed with which one can get information;

▪ makes it easy to store large amounts of information can be sorted;

Typical uses of large-scale databases include airline booking systems, government records, bank account records and hospital patient details.

Database Organization

A database file stores data in tables. A table stores and displays related data in a spreadsheet-like format with columns (called fields) and rows (called records).

Each column in a table is called a field and represents a specific piece of data, such as ID card, surname, name etc. Fields may contain text, numbers, dates etc.

|IDCard |Surname |Name |DateOf Birth |Average Mark|PassFail |Phone |Fee |

|78587M |Bonnici |Caroline |03/03/87 |87 |Y |21464545 |€245 |

|67386M |Callus |Phyllis |04/04/86 |35 |N |21464343 |€245 |

To identify each column of data, the first row in the database table contains the field names. Each field name is unique and represents the smallest unit of data.

Each row in a database table is called a record and represents all of the related fields on one line. For example, all of the information about one student, ID card, surname, name, date of birth, average mark, pass/fail, phone and fee make up one record. The diagram shown above displays three records.

Each item of data in a database table is referred to as a data value or data item.

|IDCard |Surname |Name |DateOf Birth |Average Mark|PassFail |Phone |Fee |

| | | | | | | | |

|text |text |text |date/time |number |Y/N |text |currency |

The data type determines the kind of data that can be stored in a table field. Data types include text, number, date/time, yes/no, currency etc.

Referring to the above diagram, the data type for the:

▪ ‘ID Card’ field is text because the data consists of a mix of numbers and an alphabet letter;

▪ ‘Date of Birth’ field is date/time;

▪ ‘Average Mark’ field is number;

▪ ‘Pass/Fail’ field is y/n. The data values allowed in this field are ‘Y’ or ‘N’;

▪ ‘Phone’ field is text even though the data value consists of numbers. Typically the number data type is reserved for fields containing numbers that will be used for calculations. It is unlikely that you will perform calculations on phone numbers;

▪ ‘Fee’ field is currency.

The field properties determine how the data in a particular field will be displayed. For example you can determine the format of the ‘Date of Birth’ field i.e. whether you will enter a long date, short date or medium date. You can also set the maximum number of characters that can be entered in the ‘id card’ field by setting the field size. You can also set a default value in a field. There are other field properties which will be discussed later on.

A primary key is a field that uniquely identifies each record in a database table. It is a field containing data that is different for every record in a database. Examples of primary keys include identity card numbers, passport numbers, index numbers, and item code numbers.

Indexes are commonly used in books to look for any particular information quickly. Similarly, databases use indexes to speed up searches on a table using a given field. An index speeds up searches on the indexed fields as well as sorting and grouping operations. For example, if you search for specific students using the ‘surname’ field, you can create an index for this field to speed up the search. By default, the primary key field in a table is automatically indexed. However, you can set indexing on other fields in a table.

Opening & Closing MS Access

MS Access is an example of a database management system – an application that enables you to create and manage a database on a computer. MS Access comes in a variety of versions. Over the years the program has been updated, making it more powerful and easier to use. These course notes are based on MS Access 2003.

1. Click Start button.

2. Highlight All Programs.

3. Click Microsoft Access. A similar screen to the one shown above appears.

[pic]

To close MS Access:

1. Click File menu.

2. Click Exit.

Note that:

▪ You can close MS Access using the shortcut key combination: ALT+F4 key

Opening & Closing a Database File

To open a database file:

1. Click Open button.

2. Click the drop-down arrow in the Look in: field and select the drive and/or folder that contain the database file to open.

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3. Double-click the database file you want to open. The Security Warning dialog box is displayed.

4. Click Open button.

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5. The database window displaying the name of the database file in the title bar appears.

Note that:

▪ MS Access database files end with the extension .mdb.

▪ You can open a recently used database file using the File menu. By default, the File menu displays a list of 4 recently used database files. Click the database file to open.

▪ You can also open a recently used database file using the task pane. In the Open a file section, click More files… and follow steps 2-3 as above. If the Task Pane is not visible, click View menu and Task Pane.

▪ You can open a database file using the shortcut key combination: CTRL+O keys and follow steps 2-3 as above.

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When you open an existing database (or create a new database), the database window will be displayed. This window has several components.

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|Component |To Do This |

|Command buttons |To create new objects or open objects listed in the object list. |

|Object buttons |To select the type of object (tables, queries, forms etc.). |

|New Object Shortcuts |To create objects using wizards or in Design view. |

|Object list |To list all of the objects available for each object type. |

|Groups |To group shortcuts to objects of different types. |

An Access database contains several components known as objects:

▪ A table stores and displays related data in a spreadsheet-like format with columns and rows.

▪ A query is a question you ask about your data that retrieves specific records from one or more tables.

▪ A form is a customised view of the data used to facilitate the entry, viewing or editing of data in tables by displaying one record at a time.

▪ A report is used for designing a printed copy of database information, grouping records into several levels and performing calculations.

To close a database file:

1. Save your work.

2. Click File menu

3. Click Close command.

Note that:

▪ You can close a database file using the shortcut key combination: CTRL+F4 key.

Creating a New Database File

1. Click New button. A new file with empty cells will be opened.

2. In the New File task pane, click Blank Database. The File New Database dialog box will be displayed.

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3. Click the drop-down arrow in the Save in: field and select the disk and/or folder where the database file will be saved. By default, the file will be saved on Drive C: in My Documents folder.

4. In the File name: field type the name of the database file.

5. Click Create button. A window displaying the database file name in the title bar appears.

Note that:

▪ Database file names can have up to 255 characters including spaces. File names cannot include any of the following characters: forward slash (/), backslash (\), greater than sign (>), less than sign ( ................
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