Section 3

Access

By the end of this section you should be able to:

• Define and use flat and relational databases.
• Import a table to a database from an external source.
• Assign appropriate data types and names to fields.
• Define and use primary key.
• Define and create relationships between two or three tables
using primary keys and foreign keys.
• Create and design data entry forms using features like radio
buttons, navigation buttons and dropdown lists.
• Utilize queries to manipulate the database, e.g. sort the data,
select or summarize the data, create or hide fields.
• Display the data in a form of reports in different formats like
tabular and labels.
• Edit the design of the report by editing titles, fields, headers,
footers, field calculations and page layout.
• Export or print the reports.

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Guide 1

You are going to create a database for the company Boats.

1. Using a suitable database software, create a new database called
Guide 1 and import the file Yachts.csv as a new table to this
database.
2. Use the following field names and data types:
Name Data type Format
Yacht_Name Text
Type Text
Length Number 1 decimal place
Builder_ID Text
Price Numeric/Currency Euro, 0 decimal place
Build_Year Date
Luxurious Boolean/Logic Yes/No
Crew Numeric/Integer

3. Do not assign any field to be a primary key. TIP: Any Number with 1 decimal
place format should be given
4. Import a new table to your database using the
Double data type in the Advanced
file Builders.csv menu and formatted as Fixed in
the design view.
5. Set the Builder_ID field to be the primary key.
6. Create a new Evidence document and take a screenshot showing
the field names and data types used in both tables.
7. Create one-many relationship between the Builder_ID field in the
Builders table and the Builder_ID field in the Yacht table.
8. Take a screenshot evidence showing the relationship between the
tables then print your evidence document.

19
 Task 1

You are going to create a database for the company

Renewable Energy.
1. Using a suitable database software, create a new database called
Task 1 and import the file Offshore.csv as a new table to this
database.
2. Use the following field names and data types:
Name Data type Format
Country Text
Number Numeric/Integer
Name Text
Distance Number 1 decimal place
Operational Boolean/Logic Yes/No
Capacity Numeric/Integer
Height Number 1 decimal place
Price Numeric/Currency Euro, 0 decimal place
Date Date

3. The Depth field is not required and do not assign any field to be a
primary key.
4. Import a new table to your database using the file Country.csv
5. Set the Country field to be the primary key. TIP: Don’t forget that you
need to take a screenshot
6. Create a new Evidence document and add your
for every amendment you
candidate details then take a screenshot showing the made in the design view

field names and data types used in both tables.

7. Create one-many relationship between the Country field in the
Offshore table and the Country field in the Country table.
8. Take a screenshot evidence showing the relationship between the
tables then print your evidence document.

20
Guide 2

You are going to create a database for the company

Multicore.
1. Using a suitable database software, create a new database called
Guide 2 and import the file
ICTeam_Empolyees.csv as a new table to this Note: Save this file in a known
place to be used in the next guides.
database.
2. Use the following field names and data types:
Name Data type Format
Code Text
Name Text
Recruitment_Date Date DD/MM/YY
Working_Place Text
Department Text
Role Text
Salary Number/Currency Euro, 0 decimal place
Bonus Number 1 decimal place
Insurance Number/Integer
Senior_Assistant Boolean/Logic Yes/No

3. Do not assign any field to be a primary key.

4. Import a new table to your database using the file
ICTeam_Areas.csv
5. Set the Place field to be the primary key.
6. Create a new Evidence document and take a screenshot showing
the field names and data types used in both tables.
7. Create one-many relationship between the Working_Place field in
the Employees table and the Place field in the Areas table.
8. Take a screenshot evidence showing the relationship between the
tables.

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 9. Limit the entries in the Department field to be:
- Practical TIP: Don’t forget to change the
limit to list to be yes.
- Theory
10. Take a screenshot evidence showing how you
achieved step 9.
11. Using a data entry form to insert the following record to the
ICTeam_Empolyees table:
Recruitment_Date

Senior_Assistant
Working_Place

Department

Insurance
Salary

Bonus
Name
Code

Role
Ahmed
EL098 21/06/17 Elite Theory Assistant 2300 1.1 500 No
Mohamed

12. Using a drop down list limit the Working_Place field to:
- Elite
- Quatro
- Ninety nine
- EBIS
- Bashaer
13. Take a screenshot evidence showing the drop down list setting.
14. Add navigation buttons to the data entry form (Add button, Save
button, Delete Button).
15. Set the Senior_Assistant field to be radio buttons.
16. Take a screenshot evidence showing the design of the data entry
form.
17. Print your evidence document and make sure it contains all your
candidate details.

22
Task 2

You are going to create a database for the company

Multicore.
1. Using a suitable database software, create a new database called
Task 2 and import the file ICTeam_Empolyees2.csv as a new
table to this database. Note: Save this file in a known
place to be used in the next tasks.
2. Use the following field names and data types:
Name Data type Format
Code Text
Name Text
Recruitment_Date Date DD/MM/YY
Working_Place Text
Department Text
Role Text
Pay_Rate Number/Currency 0 decimal place
Bonus Number 1 decimal place
Working_Hours Number/Integer
New_Comer Boolean/Logic Yes/No

3. Set the Code field to be the primary key.

4. Import a new table to your database using the file
ICTeam_Areas2.csv
5. Set the Place field to be the primary key.
6. Create a new Evidence document and write your candidate
details in it then take a screenshot showing the field names and
data types used in both tables.
7. Create one-many relationship between the Working_Place field in
the Employees table and the Place field in the Areas table.
8. Take a screenshot evidence showing the relationship between the
tables.

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 9. Limit the entries in the Role field to be:
- Supervisor
- Assistant
- Corrector
- PR
10. Take a screenshot evidence showing how you achieved step 9.
11. Using a data entry form to insert the following record to the
ICTeam_Empolyees2 table:
Recruitment_Date

Working_Hours
Working_Place

New_Comer
Department

Pay_Rate

Bonus
Name
Code

Role
Mahmoud
BA098 28/05/18 Bashaer Practical Corrector 600 1.1 5 Yes
Ahmed

12. Using a drop down list limit the Working_Place field to:
- Elite
- Quatro
- Ninety nine
- EBIS
- Bashaer
13. Take a screenshot evidence showing the drop down list setting.
14. Add navigation buttons to the data entry form (Add button, Save
button, Delete Button).
15. Set the New_Comer field to be radio buttons.
16. Take a screenshot evidence showing the design of the data entry
form then print the evidence document.

24
 Guide 3

You are going to select some data from the database of the
company Multicore.
1. Open the database saved in Guide 2 to start selecting data from it.
2. Create a Query ( extract ) that contains:
- A new field called Bonus_Salary which is calculated at
run-time, this field will calculate the Salary multiplied by
Note: You can find all the Bonus.
the examples of
- Format this new field to be currency and 2 decimal
criteria in section 7
places.
- Only the records that the Senior_Assistant is No, Role is
Assistant or Corrector, Salary is more than or equal to
5000.
- Only the Employees recruited between 01/01/2017 and
31/12/2017.
- Show only the fields Code, Name, Working_Place, Role,
Area, Working_Hours and Bonus_Salary.
3. Save this Query as Query1_Guide3 and take screenshots showing
all criteria made.
4. Create another Query that contains:
- A new field called Net_Salary that is calculated at run-
time, this will calculate the Salary minus the Insurance.
- Format this new field to be currency and 0 decimal
places.
- Only the records that the code starts with BA and the
names contains Mohamed.
- Only the departments that have a length 6 characters.
- Show only the fields Code, Name, Recruitment_Date,
Salary, Bonus, Insurance and Net_Salary.
5. Save this Query as Query2_Guide3 and take screenshots showing
all criteria made.
6. Create a tabular report from the query saved in step 5, make sure
it is fully visible with an appropriate title. Print this report with your
name in the footer.
7. Print the evidence document including all the screenshots.

25
 Task 3

You are going to select some data from the database of the
company Multicore.
1. Open the database saved in Task 2 to start selecting data from it.
2. Create a Query that contains:
- A new field called Salary which is calculated at run-
time, this field will calculate the Pay_Rate multiplied
by the Working_Hours.
- Format this new field to be currency and 2 decimal
places.
- Only the records that the New_Comer is Yes, Area is
not Nasr City, Pay_Rate is less than 600.
- Only the Employees recruited between 01/03/2016
and 30/05/2016.
- Show only the fields Code, Name, Working_Place,
Role, Pay_Rate, Working_Hours and Salary.
3. Save this Query as Query1_Task3 and take screenshots showing
all criteria made.
4. Create another Query that contains:
- A new field called Taxes_Rate that is calculated at
run-time, this will calculate the Pay_Rate minus 50.
- Format this new field to be currency and 0 decimal
places.
- Only the records that the code start with BA or EL or
QU and the names ends with Mohamed.
- Only the departments that have a length 9 characters.
- Show only the fields Code, Name, Recruitment_Date,
Taxes_Rate, Bonus and Day_Off.
5. Save this Query as Query2_Task3 and take screenshots showing
all criteria made.
6. Create a tabular report from the query saved in step 5, make sure
it is fully visible with an appropriate title. Print this report with your
name in the footer.
7. Print the evidence document including all the screenshots.

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Guide 4

You are going to produce reports from the database of the

company Multicore.
1. Open the database saved in Guide 2 to start working on it.
2. Create a tabular report which:
- Contains a new field called Hourly_Rate which is
calculated at run-time, this will calculate the Salary
divided by the Working_Hours.
- The new field is formatted to be currency and 2
decimal places.
- Shows only the records where the department is
Theory and the working_place is Elite or Bashaer.
- Shows only the fields Code, Name, Recruitment_Date,
Role, Salary, Bonus and Hourly_Rate in this order and
fully visible.
- Fits on a single page.
- Has a portrait orientation.
- Sorted ascending order of Salary.
- Has the report title Theory Team in Maadi
- Calculates the total Salary below the Salary column.
- The total is formatted to currency with 0 decimal
places and has the label Total Salary.
Tip: Make sure you
- Contains your candidate details in the bottom write your candidate
right in the footer. details in the page
footer, not report
3. Save and print this report. footer, in order to
appear on every page.

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4. Create a columnar report which includes:
- Shows only the records which shows all the senior
employees and working in Maadi or New Cairo.
- Shows only the fields Code, Name, Department, Role
and Salary in the order and fully visible.
- Fits on a single page wide.
- Has a portrait orientation.
- Sorted ascending order of name.
- Has the report title Senior Assistants in Maadi and
New Cairo
- Calculates the total number of Assistants at the
bottom of the report and has the label Total
Assistants.
- Contains your candidate details at the bottom of the
report.
5. Save and print this report
6. Create a new report which:
- Shows two side by side labels.
- Shows only the records where the Role is PR and the
area is Maadi.
- Shows only the fields Name, Working_Place, Salary
and Senior_Assistant each on a separate line.
- Display the field names as well.
- Sorted ascending order on Name.
- Shows the title Our PR Team in Maadi on top of each
label.
- Shows your candidate details at the bottom of each
label.
It may look like this:

7. Save and print this report.

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Task 4

You are going to produce reports from the database of the

company Multicore.
1. Open the database saved in Task 2 to start working on it.
2. Create a report which:
- Contains a new field called New_Rate which is
calculated at run-time, this will calculate the Pay_Rate
plus 25.
- The new field is formatted to be currency and 0
decimal places.
- Shows only the records where the department is
Practical and the role is Correctors.
- Shows only the fields Code, Name, Recruitment_Date,
Area, Role, Working_Hours, and New_Rate in this
order and fully visible.
- Fits on a single page wide.
- Has a landscape orientation.
- Sorted descending order of Code.
- Has the report title Our Correctors Team
- Calculates the average new rate below the New_Rate
column.
- The average is formatted to currency with 0 decimal
places and has the label Average New Rate
- Contains your candidate details in the bottom left in
the footer.
3. Save and print this report.

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4. Create a columnar report which includes:
- Shows only the records which shows all the theory
assistants and works less than 6 hours.
- Shows only the fields Code, Name, Department, Role
and Working_Hours in the order and fully visible.
- Fits on a single page wide.
- Has a portrait orientation.
- Sorted ascending order of Code.
- Has the report title Part Time Theory Assistants
- Calculates total number of employees at the bottom
of the report and has the label Total Employees.
- Contains your candidate details at the bottom of the
report.
5. Print the report created in step 4.
6. Create a new report which:
- Shows two side by side labels.
- Shows only the records where the roles are
supervisors and are recruited between 01/01/2014
and 31/12/2015.
- Shows only the fields Name, Pay_Rate,
Working_Hours and Working_Place each on a
separate line.
- Display the field names as well.
- Sorted ascending order on Working_Hours.
- Shows the title Supervisors recruited before 2016 on
top of each label.
- Shows your candidate details at the bottom of each
label.
It may look like this:

7. Save and print this report.

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