T e s t Y o u r s e l f SIMPLE Access XP: Intermediate

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Abraham Robertson
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1 T e s t Y o u r s e l f SIMPLE Access XP: Intermediate This Test Yourself document is an extra to the PC SIMPLICITY! Guide for the software above. It assumes you have worked through the Guide and are looking to test your new skills. We hope you will use the tests below to gain even more confidence in using what you have learned. Note: There are no answers, so please refer to the Guide for help with any part. The functions tested are Creating a form from a blank form Adjusting work-area borders Adding and increasing form headers and footers Calling and moving toolboxes, colour pallets and property cards Adding labels and text boxes to forms Selecting fonts, size, bolding and aligning to text Colouring the background area Calling a colour palette Drawing lines Switching between Form view and Design view Inserting and moving fields Deleting labels Using Index tags Adding calculations to the control source Adjusting form areas to fit the screen Creating a query Creating a new query Joining tables Adding fields to query tables Setting criteria Creating a report from a blank report Adjusting work-area borders Adding and increasing report headers and footers Adding labels and text boxes to reports Adding sorting and grouping areas Inserting pictures Adding calculations to reports Inserting page breaks Switching between Report view and Design view Saving reports Database design Resource Books Page 1

2 TEST 1 * Editing a Table and creating a Form from a blank form. After receiving the bill a payment will be made and this will need to be updated for our records. The client may want a receipt. We will need to add on to our database to tailor it for these requirements. There are two main requirements, updating of payments and provision for a receipt. Step 1. Open the Golf Members database. Step 2. Open the Design view for the Golf Account Table and add the following field: FIELD NAME TYPE DESCRIPTION FORMAT Receipt Date Date Date payment received Short Step 3. Save and close the Table Design view. Step 4. Create the following Form shown below and attach it to the GOLF ACCOUNT table. You will need to: Widen the Form area, identify the labels and fields required. Change the background colour for the Form Header and Footer to Yellow, change the background for the Detail area to Green. Change the border for the label 'Kirribilli Golf Club' to transparent, add a special effects border to the label for 'Payment Update Form'. Add a formula to the Totals field and insert a page break to the Form Footer area. Switch to the Form view and seek errors, browse up and down the records to see if the Form size is correct and does not scroll. It is important to ensure that this form is well presented and user friendly as people with varying experience will be working with this system for many years. Step 5. Save the form and call it PAYMENT UPDATE, then close it. Resource Books Page 2

3 TEST 2 * Data entry and working with Forms. Step 1. Open the Form called Payment Update'. Step 2. A member with the number RED-001 has sent a cheque for $ Scroll through the records and update the payments for each record belonging to the Member Number equal to RED-OO1 as follow: The Receipt Number is to be The Amount Paid is to be the amount displayed in the Total field. The Receipt Date is to be what ever the date is today. (Yours will differ from mine) Notice the Receipt Number field has a input mask rule. There should be five records. Step 3. Switch to the Table Datasheet view to see if all amounts are entered and that you have not missed any. Step 4. Return to Form view, save the Form with the new updates and close it. In the next stage you will learn how to Filter for all the records belonging to the Member Number RED-001 so only the relevant records are available for updating. You will discover the Copy and Paste function that will enhance your data entry skills. For now we simply need the practice and identify our strengths and weaknesses when creating and working with Forms, Queries and Reports in a database system. Resource Books Page 3

4 TEST 3 * Working with Queries and creating a Report from a blank report. We need a report that will print out all payments that have been received and one that can print out all payments that has not been received. Step 1. Activate the Query Design view called BILL. Step 2. Scroll to the end of the Query Design table area and add the fields: Amount paid, Receipt Number, Receipt Date to the Query table. (Do not remove any of the current fields in the table as the Report BILL depends upon them) Step 3. Save the Query to update the changes you have just made. Step 4. Create the following Report from a blank Report, attach it to the Bills query table. ClipArt picture Label Font = Algerian Size = 18 Unbound field (Text Box) with Date formula Labels Size = 10 Line Hairline = 3pt Inserted fields with no labels Formula in Total field with a currency format Page Break Limited Details area height Unbound field with sum formulas and a currency format Step 5. Switch to the Print Preview to view the Report and check for errors. Use the Page scroll bar located at the bottom of the Print Preview and scroll through the pages. Notice the page for the RED-001 member number. Step 6. Save the Report and call it Payment Report', then close it. Step 7. Close the Query view. Resource Books Page 4

5 TEST 4 * Setting a criteria in a query and viewing a report. Step 1. Open the Query Design called Bill. Step 2. Enter RED001 into the Criteria area for the 'Members Number' field located in the table Below, press the Enter key and the inverted comers will appear as this is a text entry. Step 3. Save the Query file and close it. Step 4. Print Preview the Report called BILL, zoom in and out of the report, try to move to the next page and notice only the page containing the Member Number RED-001 is presented. Close the Print Preview. Step 5. Print Preview the Report called Payment Report, zoom in and out of the report, notice that only the page belonging to the Member Number RED-001 is displayed. Close the Print Preview. Step 6. Open the Query Design called BILL. Step 7. Enter BON001 into the Criteria area for the Members Number field. Step 8. Save the Query file and close it. Step 9. Print Preview the Report called BILL, then close it. Step 10. Print preview the Report called 'Payment Report', then close it. Step 11. Open the Query Design called 'Bill'. Step 12. Delete the entry into the Criteria area so it is blank, save the Query file and close it. Step 13. Print preview the Report called 'Payment Report, notice all pages are returned, then close it. Resource Books Page 5

6 TEST 5 This assignment will familiarise you with the efforts required for gathering data. You need to collect the following information on all the students within your class. NAME SUBURB DATE OF BIRTH HAIR EYES SEX Name of the student, both first and family name Suburb which they live in Date they were born Colour of their hair (Brown, Black, Blond, Red) Colour of their eyes (Green, Black, Brown, Blue) Male or Female Step 1. Create a Database and call it CLASS. Step 2. Create a Table to store the above information and call it CLASS. Step 3. Create a Form and enter all the student details into this Form. Call the Form CLASS. Step 4. Create a Query and add all the fields to the Query table, save the Query and call it CLASS. Step 5. Create the following tabular Report and attached it to the Query called 'Class'. Use the Report Wizard. Page Header: Labels & Lines Detail : Field areas with no labels Footer Header: Unbound field with no label, date formula in control source. Thick line HAIR & EYE COLOUR RESEARCH Name Hair Colour Date of Birth {Name] [Hair] [Colour] [Date of Birth] Step 6. Check the Report for errors then save it and call it 'Class'. Step 7. Open the Query Design view for the Query called 'Class', set a criteria for the 'Sex' field to search for all Females. Save and close the Query Step 8. Print Preview the Report called 'Class', notice only the Females are listed. Close the Print Preview. Resource Books Page 6

7 Step 9. Open the Query Design view for the Query called 'Class', set a criteria for the 'Sex' field to search for all Males and set a criteria for all 'Eyes' field to search for Brown. Save and close the Query. Step 10. Print Preview the Report called 'Class', notice only the Males with Brown eyes are listed. Close the Print Preview. Step 11. Open the Query Design view for the Query called 'Class', delete all prior criteria settings then set a criteria for the 'Suburb' field to search for all students living in a suburb beginning with the letter R Enter R* into the criteria area. Step 12. Save and close the Query, Print Preview the Report called 'Class', notice only the students living in a suburb that begins with R area listed. Step 13. Open the Query Design view for the Query called 'Class', delete all prior criteria settings, save and close the Query. Step 14. Close the Class database. Resource Books Page 7

8 TEST 6 Step 1. Open the Breeding database. Step 2. Create the following Report. (Tabular, Grouped by Available) * You may not have the same pictures available, insert any picture as long as it relates to animals. Step 3. Print the Report so you have a printed page for your record. Resource Books Page 8

Instructions for Creating Silly Survey Database

Instructions for Creating Silly Survey Database Create a New Database 1. Find the shortcut or the file that starts MS Access and click it to activate the program. 2. In the Create a New Database Using