Course: Access Cragwood Rd, Suite 35 South Plainfield, NJ Victoria Commons, 613 Hope Rd Building #5, Eatontown, NJ 07724

Transcription

1 COURSE SYLLABUS Microsoft Office Specialist Program Course: Access Cragwood Rd, Suite 35 South Plainfield, NJ Victoria Commons, 613 Hope Rd Building #5, Eatontown, NJ Clinton Rd, Fairfield, NJ 07004

2 Avtech Institute of Technology Course Instructor: Course Duration: Date/Time: Training Location: Course Description In this course students will be taught the skill necessary in preparation of taking the Microsoft Basic Certification Exams in Microsoft Access The course covers the full range of skills and concepts students need to learn to prove their competency in the Microsoft Office System Program. Microsoft Office System desktop programs including Microsoft Word, Excel, PowerPoint, Outlook, Access and Project. Office Specialist certifications are available at the Specialist and Expert skill levels. Visit to locate skill standards for each certification and an Authorized Testing Center in your area. New Features in MS Office Access 2003 To learn how to Using this feature See Track types of data, such as dates, Smart Tags Chapter 2 names, and addresses, that can be used in multiple ways Transform script to data when you Transform Chapter 3 import or export it Change your display theme Support for Windows XP Them Chapter 4 Quickly update input mask options Property Update Options Chapter 6 Identify and correct errors in forms Automatic Error Checking Chapter 7 and reports Quickly back up your database with Back Up Database Chapter 8 the click of a button with the click of a button. Summarize data in tabular or graphical format Pivot Tables and Pivot Charts Chapter 10 Learning Objectives 1.0 Getting to Know Microsoft Access 2003 MICROSOFT ACCESS: 1.1. Understanding Databases: knowing the definition and objects of a database (The most basic form of a database, field, data, table, object, and report). Avtech Technology Institute Page 2

3 1.2. Discovering What Special about Access: Simple Database programs, flat database, relational databases Opening an Existing Access Database in couple of ways (from File menu, from Windows Explorer or My Document, My Computer or My Network Places Exploring Tables: To maximum size of a database/maximum number records in a table for detail information about Access specifications, resize the columns, use New Object shortcuts check box and close a window button Exploring Queries: Run a query, the primary query types (Select, Crosstab and Parameter) and less common types (Action, Autolookup, and SQL), Design grid (Design view), and Restore Window button Exploring Forms: To use controls to edit records of an Access Form. Toolbox of access includes many standard Windows controls (such as labels, text boxes, option buttons and check boxes), Three most common views (Form View, Database view, and Design view), use label controls/text box controls for main form and sub form, Next Record and New Record on a Navigation bar, and Close Switchboard button Exploring Reports: Use reports to display the information from the tables in nicely formatted, easily accessible ways, whether on computer screen or on paper. Select items of information from multiple tables and queries, values calculated from information in the database, and formatting elements such as headers, footers, title, and headings to form a report Exploring Other Access Objects: Use data access pages, macros, and modules to substantially extend the capabilities of Access, to create a sophisticated database 1.9. Previewing and Printing Access Objects: The Page Setup, Print Preview and Print commands on the File menu are available when their use would be appropriate, which is determined by the object displayed and the current view of that object. Use the same methods to print information displayed in different Access objects. 2.0 Crating a New Database 2.1. To create a new database structure the simple way: Use databases tab to open the database, use Templates to adopt fonts, and follow the steps of Database wizard Check the work of a wizard: Use the Back button to move back through previous pages and changes the selection and Finish button on Database wizard/ Table wizard with no further input Follow the steps of Table Wizard to create a table: Copy all the fields to the Fields in my new table list, and Enter data directly into the table Refine how data is displayed; Change the size of window, the ability to apply a Smart Tag, the use of Format, Input Mask, and Validation Rule properties Manipulate table columns and rows: To size a column to fit the longest entry, change the height of all rows in the table, to return the height of all rows the default setting, to hide a column, to restore a hidden field, to freeze columns, and to unfreeze columns. 3.0 Getting Information Into and Out of a d Database Avtech Technology Institute Page 3

4 3.1. Import information from Excel, import information from a delimited text file/fixedwidth text file, import information from an Access database, import information from other databases, import information from an HTML file, and import information from an XML file on the File menu Export information to other programs: (1) in the database window, click the table you want to export. (2) On the File menu, click Export to display the Export Table To dialog box. (3) Navigate to the folder where you want to store the exported file, select the appropriate Save as type option, type a name for the file, and then click Export Linking a database to information in another database: (1) On the File menu, point to Get External Data, and then click Link Tables. (2) In the Link dialog box, navigate to the folder that contains the database to which you want to link, select the appropriate Files of type setting, select the file, and them click Link (3) In the Link Tables dialog box, click the table that you want to link to Share Access data other ways: Link a database to an Excel worksheet with Link Spreadsheet Wizard, copy and paste Access data into an Excel worksheet with Copy, dragging mouse button, and paste. 4.0 Simplifying Data Entry with Forms 4.1. Create a form by using a wizard: (1) On the Objects bar, click Forms. (2) Double-click Create form by using wizard to display the first page of the Form Wizard. (3) Follow the instructions of the Form Wizard to process Refine form properties, refine form layout: to change the background color of a label, to rearrange or move the controls in a form, to add a graphic and a caption to a form with controls and properties in design view Add controls to a form: (1) Design View. (2) The use of Toolbox button and properties to adjust the format and load the graphic/files Use Visual Basic for Applications to enter data in a form: (1) Design view. (2) Click Event tab to see the options. (3) Click After Update in the list then click the button. (4) Click Code Builder to link a text editor to make necessary changes. (7) Save the file Create a form by using an AutoForm: (1) On the Objects bar, click Forms. (2) On the database window s toolbar, click the New button. (3) Click the AutoForm format that you want from the list, click the Table/Query down arrow, select the table or query on which you want to base the form. (4) Save the form Add a subform to a form: (1) make sure a relationship existed between the main form and the subform. (2) Open the main form in Design view and make sure the Control Wizards button is active. (3) On the Toolbox, click the Subform/subreport button, and drag a rectangle to the location on your main form. (4) Follow the instructions on the Subform Wizard to process. (5) Adjust the size and location of the objects on the form as necessary. 5.0 Locating Specific Information Avtech Technology Institute Page 4

5 5.1. Sort Information (field) in ascending or descending order: the use of Sort Ascending/Sort Descending button, sort on more than one column of information: arrange the columns side-by-side in the order you want to sort them, select the columns, and then the use of Sort button Filter Information in a table: (1) Open the table in Datasheet view. (2) Click any instance of the selection by which you want to filter, and then click the Filter By Selection button. To remove a filter with Remove Filter button. To exclude a field from a filter process by Filter Excluding Selection on the shortcut menu Filter by form in a form: (1) Open in Datasheet or Form view. (2) Click the Filter By Form button on the toolbar. (3) Click the field or fields to create the filter, type or select the filter criteria, and press <Enter>. (4) Click the Apply Filter button To create and location Information that matches multiple criteria: (1) Open the table in Datasheet view. (2) On the Records menu, point to Filter, and then click Advanced Filter/Sort. (3) Click Clear Grid on the Edit menu if the design grid is not blank. (4) Select the criteria by which to filter. (5) On the Filter menu, click Apply Filter/Sort to view the records that match the criteria Create a select query in Design view: (1) On the Objects bar, click Queries. (2) Doubleclick Create query in Design view. (3) In the Show Tables dialog box, double-click each table you want to query, and close the dialog box. (4) Use drag and copy to include field/fields. (5) Click Run button. Use Expression Builder Functions Built-In Functions to add an expression to a query Create a query with a Wizard: (1) In the Table/Queries list, click the table to base the query. (2) Double-click each field that you want to include in the query to move it to the Selected Fields list. (3) Follow the instructions of the Simple Query Wizard to process. (4) Switch to Datasheet view to see the results Perform calculations in a query: (1) Open the query in which you want to perform a calculation. (2) Click in the field in which you want to perform the calculation, and then click the Totals button on the toolbar. (3) In the new Totals cell for the field, click the down arrow, and then click the calculation you want to perform from the drop-down list. 6.0 Keeping Your Information Accurate 6.1. Use Data Type Settings to Restrict Data: Create a database and set properties that restrict what can be entered in it Use Field Size Properties to Restrict Data: Set or modify the Field Size property for the Text Number, and AutoNumber data types on the table Use Input Masks to Restrict Data: Use input mask property controls the format in which data can be entered, and restricts the number of characters that can be entered in a field. For example: 0, 9, #, L,?, A, a, &, C, <, >,!, *, and Password. Avtech Technology Institute Page 5

6 6.4. Use Validation Rules to Restrict Database: Use validation rules to precisely define the information that will be accepted in one or several fields in a record, use the rule to test an entry at the field level, and use the rule to test the content of several fields at the table level Use Lookup Lists to Restrict Data: Use a lookup field to ensure that users enter right information, use Boolean field, option buttons, combo box, and Lookup Wizard to create a lookup list Updating Information in a Table: Use an update query to quickly perform an action based on the results of query. Such as search and replace the contents of a field under certain circumstances; which are defined in the update query Deleting Information from a Table: Use a delete query (such as *, Discontinued, Delete query) to quickly delete records that have become obsolete, back database before running a delete query, and exercise caution when deleting records in this way. 7.0 Working with Reports 7.1. Creating a Report by Using a Wizard: Use Report wizard to create a report, switch back and forth between Design view and Print Preview to refine the report Modify a Report: Use the Design view to refine the report and add special touches, switch back and forth between Design view and Print Preview to evaluate each change to the next change Creating a Report from Scratch: Create a main report by hand in Design view that serves as a shell for one or more subreports Adding a Subreport to a Report: Create a subreport to insert in another report, add controls and set the properties of the controls, display information from one or more records from one or more tables or queries, create multiple sets of headers and footers, use a query as the basis for the report, enhance the usefulness of a report or subreport by performing calculations in the reports themselves, and use the Expression Builder to create the expression Previewing and Printing a Report: Use Print Preview to check reports before printing them, use Layout Preview option to show all the elements and then refine the layout. 8.0 Making It Easy for Others to Use Your Database 8.1. Creating a Switchboard by Using Switchboard Manager: Use Design view to change the location of buttons and add other visual elements (such as pictures), change the number of active buttons and the action that is performed when each button is clicked only by editing information in the Switchboard Items table Creating a Splash Screen: Create a splash screen that appears when the database is opened. Create an animation, a piece of artwork, helpful instructions to users, or a Avtech Technology Institute Page 6

7 database application on a screen, the option of not having the splash screen appear in the future, and the manner of users interface (for example, by clicking buttons or entering text) Setting Startup Options: Control the features are available when a database opens, add one or more options to the shortcut used to start Access (such as open a specific database, run macros, and perform other tasks). Use startup options to control the menus and toolbars available to the user, and the form displayed (such as a splash screen or Switchboard) Keeping Your Application Healthy: Use the utilities to keep the database running smoothly---compact and Repair database, performance Analyzer, Documenter, and Detect and Repair. 9.0 Keeping Your Information Secure 9.1. Encrypting and Decrypting a Database: Encrypt a database to provide adequate protection without imposing unnecessary restrictions on the people who should have access to the database Assigning a Password to a Database: Assign a simple password. Assign a workgroup and assigning a security account password to the database, and preventing unauthorized users from opening it in s network server environment Sharing a Database: Share a database on a local area network (LAN) and limit what users can do with the database by using the same network security used to protect other information on the network. Share a database depends on how many access it at the same time and what they want to do by using the same network security. Take precautions to prevent multiple users from attempting to update the same record at the same time, implant pressimistic locking for the same groups of people for small groups and implement optimistic locking for large groups Replicating a Database: Use database replication process to convert database to a new version called a Design Master, and then create replicas with the Create Replica command of that master database to distribute to remote locations; who can then edit the data of each own replica. Use the other commands on the Replication submenu to synchronize the versions and resolve conflicts for the modified replicas return to master database Split Database: Split the database into a back-end database, containing the table, and a front-end database, containing the other database objects, store a back-end database on a server and distribute the front-end database to all the people who work with the data Setting Up a Workgroup: Control the access of individuals or groups to the entire database to specific objects in it by implementing user-level security based on the (objects, permissions, users, group) elements stored in a workgroup information file (WIF). Create a new workgroup by creating a new WIF. Setup some kind of security Avtech Technology Institute Page 7

8 for a database and modify the default WIF to change the default setup by Security Wizard Maintaining a Workgroup: Either use workgroup commands to maintain it or run the wizard again to modify the WIF after the workgroup has been created. Use workgroup commands on the Security submenu on the Tools menu, such as Workgroup Administrator, User and Group Permissions, User and Group Accounts, User-Level Security Wizard Preventing Changes to a Database: Prevent unauthorized access to database in two ways: Protect VBA code with password or save the database as a Microsoft Database Executable (MDE) file Securing a Database for Distribution: Distribute database as a Microsoft Database Executable (MDE) file, to prevent user to (1) view, edit or create forms, reports or modules in Design view, (2) add, delete, or change references to other objects or databases, (3) change VBA code, (4) import or export forms, reports, or modules Working with Pages and Modules Creating Static Web Pages: Use Access 2003 to publish database information so that it is accessible through an intranet or the Internet. Export tables, queries, forms, and reports as static HTML page, write VBA code that manipulates Access data as it creates HTML pages Exploring Visual Basic for Applications (VBA): Use VBA (modules, class modules, standard modules in VBA programs or so called as procedures/code) to integrate features of Microsoft Word, Microsoft Excel, Microsoft Outlook, and other applications, as well as Access. Write or edit VBA code in the Visual Basic Editor or so called Visual Basic Integrated Development Environment (IDE) Using VBA to Create a Web Page: Follow the typical programming process of writing a module in stages, testing each stage before moving on to the next Creating a Data Access Page with AutoPage: Take the advantage of the special capabilities of data access pages in Microsoft Office 2003 Web components installed, and then can view, add, delete, or edit data. Using a UNC path ensures that the data source can be found. To fix the problem of losing a data source, try to open the page in Page view and then switch to Design view to open the properties dialog box to the page to connect the string and link data by correcting the path Creating a Data Access Page Using the Page Wizard: Use the Page Wizard to select the initial fields to include on the data access page, create groups, and pick a theme from the dozens of variable, to have more control over the content and layout of a data access page Allowing Others to Analyze Data on the Web: Add a PivotTable or PivotChart to a data access page and publish it on the Web, making data available for people with the Avtech Technology Institute Page 8

9 appropriate software to analyze in various ways. Use privottables to summarize the data in a database table or query in tabular format, rotate the columns and rows to summarize the data from different point of view, and use Pivot Charts to summarize data visually. Co-requisite Contact Hours Contact Hours (Lecture Hours / Lab Hours) Semester Credit Hours semester credit hours Text / Lab Books Microsoft Office Access 2003 Step by Step Microsoft Press ISBN 13: ISBN-10: Teaching Strategies A variety of teaching strategies may be utilized in this course, including but not limited to, lecture, discussion, written classroom exercises, written lab exercises, performance based lab exercises, demonstrations, quizzes and examinations. Some quizzes may be entirely or contain lab based components. A mid-course and end course examination will be given. Method of Evaluating Students Grade Distribution Class Attendance 10 Mid Term 30 Finals 50 Special Projects / Makeup projects 10 Total 100% Grading Policy At the end of each course, each student is assigned a final grade as follows: Avtech Technology Institute Page 9

10 Point Range Interpretation Grade Quality Points Excellent A Very Good B Average C Poor D Below 60 Failure F 0 N/A Withdrawal W 0 N/A Pass P 0 N/A Incomplete I 0 A student earning a grade of D or above is considered to have passed the course and is eligible to pursue further studies. A student receiving a grade of F has failed the course. A failed course must be repeated and passed to meet Avtech Institute s graduation requirements, in addition to an overall program GPA of 2.0. Requirements for Successful Completion of the Course At a minimum, students must achieve the following: A passing grade of D or above Completion of all required examinations Submission of all required lab exercises and projects and; Adherence to the school attendance policy. Equipment Needed Industry standard desktop computer for lab exercises. Equipment Breakdown Lab room Videos and Projector Library Assignments To be determined by the instructor. Portfolio Assignment Student program outcome portfolios are required to demonstrate student competencies. In conjunction with your course structure, please select a project/paper that best demonstrates what you have learned in this course and add it to your program portfolio. Course Policies Disruptive Behavior Avtech Technology Institute Page 10

11 Disruptive behavior is an activity that interferes with learning and teaching. Inappropriate talking during class, surfing inappropriate website, tardiness, cheating, alcohol or drug use, use of cell phone, playing lout music during class, etc. all disrupt the learning process. Copyright Infringement Specific exemptions to copyright infringement are made for student use in the context of learning activities. Graphic design students often download images from the Internet, or scan images from publications. As long as this work is for educational purpose, and subject to faculty permission, this is not a problem. Plagiarism Faculty cannot tolerate the misrepresentation of work as the student s own. This often involves the use by one student or another student s design, whether voluntarily or involuntarily. In the event that plagiarism is evident and documented, all students involved in the conscious decision to misrepresent work must receive an F as the grade for the project. A second occurrence may result in suspension for the rest of the quarter, and return to the school only after a review by the Academic Standards Committee. Attendance Attendance and Lateness In education and the workplace, regular attendance is necessary if individuals are to Access. There is a direct correlation between attendance and academic success. Attendance is mandatory. All students must arrive on time and prepared to learn at each class session. At the faculty member s discretion, students may be marked absent if they arrive more than 15 minutes late to any class. More that five absences in a class that meets twice per week or more that two absences in a class that meets once per week may result in a failure. Make-Up Work Late Projects and Homework All projects and homework must be handed in on time. Homework should be ed to your instructor if you are going to miss a class. Work that is submitted one week late will result in the loss of one full grade; and work that is submitted two weeks late will result in the loss of two full grades; more than two weeks late you will receive a failing grade on the project. Avtech Technology Institute Page 11