Ms access

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ICTL for Secondary School - Microsoft Access Module
1
MODUL I
IINNTTRROODDUUCCTTIIOONN TTOO MMIICCRROOSSOOFFTT AACCCCEESSSS 22000033
Curriculum Development Centre
Ministry of Education

2
Name of Module: Introduction to Microsoft Access 2003
Learning Outcomes: Students should be able to:
a. state the usage of application
b. list example which application of database is used
c. state the function of the features in database
d. create a new database
Knowledge and Skills:
a. Students known the meaning and usage of database
b. Start Microsoft Access 2003
c. Create, Name and Save database file
d. Open existing database
e. Exit database application
Module Summary:
At the end of the module, students should be able to open,
name, save file and close database.
Activity Summary: Activities in this module involved:
a. Starting Microsoft Access 2003
b. Naming and saving file database
c. Opening existing database
d. Exercises
Meaning of database
A database is the computer equivalent of an
organized list of information. Typically, this information has a
common subject or purpose, such as the list of employees,
phonebook guide or a classmates address book.
Microsoft Access 2003 (Access 2003) is a database system
management (database programs). It can store, manage, manipulate,
analyze, retrieve, display or publish information from database.

3
Activity 1: Starting Microsoft Access 2003
There are two methods to start / launch your Mircosoft Access 2003.
Method 1:
1. Double click on the Mircrosoft Office Access 2003 shortcut on the Windows
desktop (see below).
Method 2:
1. Click-on the Start button, then click-on Programs, then click-on Microsoft Access
2003 (Figure 1)
2. The following Access 2003 Getting Started Task Pane will appear on the right
side of your Access 2003 screen. (refer figure 2)
3. In the Open area of the Access 2003 Getting Started Task Pane, click the left
mouse button on Create a new file.
Figure 1
Shortcut icon MS Access 2003
Figure 2

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Activity 2: To Name and Save Database File
1. The New File menu screen on the top will appear when you click the left mouse
button on Create a new file.
2. Click–on Blank database. (Figure 3)
A File New Database menu screen, similar to the one below, will be on your
screen. We’ll have to do several “things” to set-up this screen to save your
database. ( Figure 4 )
3. Click-on the small down arrow on the right. Choose My Documents to save by
double clicking on the folder. Your selection should now appear in the Save in :
area. (Step 1)
4. Next click-in the area to the right of File Name. Type-in the word students
profile as shown at the bottom of the above image. (Step 2)
Figure 4
Figure 3
Step 1
Step 2 Step 3
Click here

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5. Now click-on the Create button. (Step 3)
The following Students Profile: Database menu screen will appear.
( Figure 5 )
6. Click File and click Exit to end this session and to close Ms Access 2003.
Activity 3: Open Existing Access Database
There are two methods to open existing database.
Method 1:
1. Repeat Activity 1 to open Ms Access 2003. Once you have created a database,
you will see your database in the Open portion of the Task Pane.
2. Click students profile. (refer Figure 6)
Figure 5
Figure 6
Click students
profile

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Method 2:
1. Click File in the Menu Bar, then click Open. (refer figure 7)
2. When the Open menu screen appears, click the small down arrow to the right
of the Look in area and select My Documents.
3. Then click the name of your database (e.g. students profile.mdb) and then click
Open.
Note:
You will notice in the Students Profile: Database menu screen, in the left border
consist of objects bar: Tables, Queries, Forms, Report, Pages, Macros and
Modules.
Figure 7
Access window
title bar
Database window
menu bar
Database window
title bar
Objects bar
Groups bar
Database toolbar
Database window
Database window
toolbar bar
Select My Documents
Click students profile

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There are 4 important objects as stated in the table below.
Objects Bar Function
Table
A collection of records that identify a category of data, such as
Customers, Orders, or Inventory. Data inside a table is arrange
by column name field and row named Record.
Field – A single characteristic or attribute of a person,
place, object, event, or idea.
Record – A set of related field values.
Form
Use to enter new information, to edit or remove existing
information or to locate information.
Query
Used to locate information, to view, change or analyze it in
various ways. A select query retrieves data from one or more
tables and displays the result in datasheet. A select query can
be used to group record and calculate sums, counts, averages
and other types of totals.
Report
Typically used to summarize, organize and analyze information
in order to express a particular point of view to specific
audience.
4. Click File and Exit to stop this session.
At the end of this activities, you had learned how to:
i. Create a database
ii. Close a database
iii. Open an existing database
In the next module you will learn how to design table and insert data.
Exercises
Question 1
Give two examples of database that you know.
Question 2
Create a database named Teachers Profile. Save this file in My Document
directory.

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MODULE 2
STUDENTS PROFILE
Curriculum Development Center
Ministry Of Education Malaysia

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Name of Module: Students Profile
Learning Outcomes: Student should be able to create a table, define primary
key and insert data.
1. Students known how to differentiate field, record and
table
2. Students known all types of data
3. Creating table.
4. Define primary key
5. Inserting the data in the table.
Module summary:
At the end of this module, table below will be created by
students.
Activities summary:
This module involved a few activities such as;
1. Creating tables.
2. Inserting the data in the table.
3. Exercise.

Information and Communication Technology Literacy For Secondary– Data Base Module
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Activity 1: Creating Table
Next you will be creating the fields that make up a database. This is similar to
creating a blank personnel form (on paper) that will be "filled-in" for each
employee (Name, Address, Phone Number, etc – are called fields in a
database). This "forms" are called records in a database. There will be a
record, or form, for each employee. All the forms, together, make up a Table
(database).
For example, students profiles table as shown below. (Figure 1)
The table above content four records. Each records have four fields which are
numbers field, students name, address and ic number. At the end of this
module, students will creating a database which is consist a table name
“students profile”.
Field 3
(address)
Field 1
(numbers)
record 2
Field 2
(name)
Field 4
(icno)
Figure 1

Information and Communication Technology Literacy For Secondary– Data Base Module
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Steps Creating Table
1. Open MS Access 2003 software (Refer module 1, if needed).
2. Click File, click Open, find students profiles database file then click Open
button. (refer Figure 2)
3. Database window students profile: Database will appeared as shown below
(Figure 3) then click New button at database windows toolbar. The dialog box in
Figure 4 will appear.
Figure 2
Figure 3

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4. Click Design View , then click OK to get Datasheet view as shown at Figure 5.
Figure 5
5. At Field Name column, type in numbers and at Data type column, change value
Text to Number. (refer Figure 6)
Click this button to view the list
of data type, then click number
Figure 4
Design
View
Figure 6

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There are 10 types of data as stated in the table below;
Types Data Function
Text
You may type in any alphabetical/numerical data that you
desire-up to a maximum of 255 characters. As indicated,
this is a text field, so you can't do mathematical
calculations. Examples of Text data are: names,
addresses, stock numbers, room numbers, zip codes, etc
Memo
This field is for lots of text. You can have up to 32,000
characters.
Number
This field is for numbers where you want to add, subtract,
multiply, divide, average, and do numerical calculations.
This field can be a very large size, so when we get to
Field Properties, we'll talk about "sizing" this field so it
doesn't take up too much "space" in storage.
Date/Time
Dates and Times. You may format this later, as you may
desire.
Currency
Dollar ($). You may format this later, as you may desire.
For example Ringgit Malaysia (RM)
AutoNumber
This field is an "automatic" counter that assigns a number
each time you put data into a new field.
Yes/No This is a "True/False" or "Yes/No, 0/1” type of field.
OLE Object
This means "Object Link Embedding" which indicates you
can insert a graphic, picture, sound, etc. Pretty neat to put
a photograph in a personnel record or a picture of an
inventory item in the stock record (advanced stuff).
Hyperlink
A hyperlink is a pointer from one object to another. The
destination is frequently another Web page, but it can
also be a picture, an e-mail address, a file (such as a
multimedia file or Microsoft Office document), or a
program. The hyperlink itself can be displayed as text or
as a picture.
Lookup Wizard
This wizard creates a lookup column, which displays a list
of values you can choose from.

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7. Insert data in the Field Name, Data Types for each fields as displays (Figure
7). Students can move to the next column by press “Tab key”.
Note: Place the cursor at the address inside the Field Name, then change Field
Size value from 50 to 100.
8. Click numbers at field name column, click at Edit menu bar, then click
Primary Key or icon Primary Key . Shown at figure 8.
Figure 7
PRIMARY KEY means the value in the primary key fields is
need to uniquely identify each record; that’s no record can
have the same value in this field.
Primary key icon
close icon
Figure 8
2. Change Field Size
value to 100
1. Place the cursor
at address

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9. Click Close icon as shown at figure 7 to close the creating table session.
Then dialog box in figure 10 displayed.
10. Click Yes. Dialog box Save As in figure 10 displayed.
Figure 10
Figure 11Key in table name here
Figure 9

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11. Type students profile at Table Name and then click OK at dialog box as shown
in figure 10. Now you had finished creating one table named “students
profile:database” as shown below. (Figure 11)
Activity 2: Inserting data in the table
The students profile table that created before, not contains any data. Steps below
can be used to key in the data.
1. Click at Students Profile table then click open at database window toolbar.
(Figure 13)
students profile
table created
Figure 12
Figure 13

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2. Datasheet view Students Profile : Table as shown in figure 14 displayed.
3. Key in data at the students profile datasheet.
At the first row, type number ‘1’ at numbers column. Then, Type name Abdul
Rahman b. Idris at name column. Next, type address and ic number at address
and icno column.
Figure 15
Figure 14

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4. Insert all data in the table by repeating the same process above. As a result,
students will get the table below.
5. Click icon save to saving file. Students Profile table now contained five
records.
6. Click icon close to close the inserting data session.
7. Exit the Microsoft Access 2003 Software.
Exercises
1. Build one of your friends profile table. Named the table “Co-curriculum Data”.
That table must have fields as stated below:
• Numbers
• Student Name
• Class
• Club
• Sports
• Uniforms Unit
2. Insert 10 record in that table.
Figure 16

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MODULE 3
USING RECORD IN DATABASE

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Name of Module: Using Record In Database
Learning Outcomes: Students should be able to use and manipulate records in
database.
a. Students should be able to use record in database.
b. add records
c. add field
d. edit records
e. find records from Table
Module Summary:
At the end of this module, table below will be created by
students.
Activity Summary:
Activities in this module involve:
1. add records
2. add field
3. edit records
4. find records from Table

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Activity 1: Add Records
1. Open Microsoft Access 2003
2. Click Open an Existing Database, then click file students profile and click OK.
3. In the database window, double click students profile in the Tables pane to
open the table in Datasheet view, as shown in figure 1.
4. To add new record, click on icon New Record that can be seen at
database toolbar or at the bottom of datasheet window. (refer figure 1).
5. Add five more record as below. (refer table 1)
name address icno
Alias b Mohamad No. 5, Jalan Desa Kayang 3, Desa kayang, 01000 950918-02-5533
Mohd Shahid b Mohd No. 39, Taman Tapah, Jalan Pahang 35000 Tapah, 950912-05-5321
Noorul-Aini bt Ambak No 15, Jalan Limau Kasturi, 4/4A 40000 Shah Alam, 950212-11-5678
Noor Asiah bt Zakaria Lot 2646, Kg Simpang Tiga, Bt 6 3/4, 53100 950402-04-5566
Fasitah bt. Mansor No. 36, Jln. Melati, Tmn. Mewah, 31000 Batu Gajah, 950606-03-5432
Save record.
6. Close students profile : Table.
Table 1
Figure 1
Icon New

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Activity 2: Add Fields.
Method 1: Add field after the last field.
1. Click Design button at database toolbar windows Students Profile: Database,
to display all the fields.
2. Click field below icno (refer Figure 2)
3. Type in email inside the Field Name and select text as the Data Type.
4. Save the record.
Method 2: Add new field in between the two fields
1. Click Design button at database toolbar windows Students Profile: Database,
to display all the fields.
2. Click the address field ( the row will be highlight -refer Figure 3 )
Figure 2

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3. Click Insert at menu bar, then click rows. A new row will be added.
(refer Figure 4)
4. Put cursor in between field name and field address.
5. Type in sex inside the blank Field Name and select text as the Data Type.
(refer Figure 5)
6. Save students profile.
7. Click to close students profile : Table.
Figure 5
Figure 4

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Activity 3: Edit Record.
1. Open Students Profile table.
2. To edit record, click inside the selected field. (sex and email)
3. Insert in all the record for sex field and email field. (refer Table 2)
numbers name sex a email
1 Abdul Rahman b. Idris male abd_@yahoo.com
2 Johana bt. Muhammad female johana@hotmail.com
3 Faridah bt Abdullah Female getz@yahoo.com
4 Rosnani bt. Sembok Female rosnani@hotmail.com
5 Hassan b. Wahid Male hassan@yahoo.com
6 Alias b Mohamad Male alias@yahoo.com
7 Mohd Shahid b Mohd Male shah@hotmail.com
8 Noorul-Aini bt Ambak Female noorul@hotmail.com
9 Noor Asiah bt Zakaria Female noor@yahoo.com
10 Fasitah bt. Mansor female fasitah@hotmail.com
4. Repeat step 2 above to add in 5 postcodes (see bold figure) inside the first five
record. (Refer Table 3).
Numbers name sex address
1 Abdul Rahman b. male 2304, Rumah Rumah Tasek Gelugor, 13300
2 Johana bt. femal No 24, Jln 1, Taman Seri Sinar, 50600 Kulal
3 Faridah bt Abdullah Femal No 39, Jln Pinang Merah 11, 81000 Bandar
4 Rosnani bt. Sembok Femal No 1005, Bukit Datu, 21200 Kuala
5 Hassan b. Wahid Male No 101, Taman Rapat Jaya, 41000 Kelang,
5. Save students profile table.
Table 2
Table 3

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Activity 4: Finding Record From Table
1. Click field name.
2. Click icon Find (refer Figure 6) and dialog box Find and Replace will be
display as below (Figure 7).
3. Type in Noor* inside box Find What to find all the name starting with Noor.
4. Click Find Next button. Name Noorul-Aini bt Ambak will be highlighted at name
field (refer figure 8).
Figure 6
Icon Find
Figure 7

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5. Click Find Next button to find similar name with Noor. Name Noor Asiah bt
Zakaria will be highlighted.
6. You can repeat step 3 to find other record.
7. Click File and Close to end this session.
Exercise Module 3
1. Based on your exercise in module 2 (“Curriculum Data”).
a. Add 3 new records
b. Add 2 new fields
c. Find records
Figure 8

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MODULE 4
CREATE FORM

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Name of Module: Create Form
Learning Outcomes: Students should be able to create form and add record
Knowledge and Skills: Students should be able to :
a. Create form
b. Add records
Module Summary:
At the end of this module, a form will be create by students.
Activity Summary:
a. Create form
b. Add record

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Activity 1: Create Form
3.In the database window, click Form and click create Form by using wizard.
4.Click double arrow to select Available Fields
1.Click Form
2.Click Create Form by
using wizard
1.Click here

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5. The selected Fields will be remove from left to right.Then click Next
6. Click Next
1.Click Next
1.Click Next

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7. Click Standard for style.Then click Next
8. Click Finish
1.Click Standard
2.Clik Next
1.Click Finish

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9. The form will display as below
Activity 2: Add Fields.
1. To add new record, click on icon New Record that can be seen at
database toolbar or at the bottom of datasheet window.
1.New Record

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2. Add one more record as below.
Numbers Name sex address icno Email
11 Wan Mohd
Sidqi Bin
Wan
Abd.Ghaffar
Male No.9
Jln.Banggol
15300 Kota
Bharu
Kelantan
950617-
03-6339
wmsidqi@gmail.com
3. The form will display as below
Exercise Module 4
1. Based on your exercise in module 4 (“Create Form”).
a. Create new form.
b. Add 3 new record.

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MODULE 5
CREATE REPORT

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Name of Module: Create Report
Learning Outcomes: Students should be able to create report and print record
Students should be able to :
a. Create report
b. Print report
Module Summary:
At the end of this module, form below will be create by students.
Activity Summary:
a. Create report
b. Print report

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Activity 1: Create Form
3. In the database window, click Report and click create report by using wizard.
4. Click double arrow to select Available Fields
1.Click Report
2.Click Create Report
by using wizard
1.Click here

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6. Click Next
1.Click Next
1.Click Next

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7. Click Next
8. At the Layout click Tabular.Select Landscape at the Orientation.
Then click Next.
1.Click Next
1.Click Tabular
2.Click Landscape
3.Click Next

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9.Select the Casual style.Then click Next.
10.Click Finish
1.Click Next
1.Click Finish

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11.A dialog box report will display as below
Activity 2: Print Report.
1. To print the report,click File and print
1.Click File
2.Click Print

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2. A dialog box print will display as below.
Then click OK.
Exercise Module 5
1. Based on your exercise in module 5 (“Create Report”).
c. Create a new report
d. Print the report
1.Click OK

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MODULE 6
CREATE QUERY

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Name of Module: Create Query
Learning Outcomes: Students should be able to create query
Knowledge and Skills: Students should be able to :
a. Create query
b. Save query
Module Summary:
At the end of this module, the query below will be create by
students.
Activity Summary:
a. Create query
b. Save query

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Activity 1: Create Query.
3. In the database window, click Queries and click create query by using wizard.
4. Click double arrow to select Available Fields
1.Click here
1.Click Queries
2.Click Create query
by using wizard

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6. Click Finish
1.Click Next
1.Click Finish

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7. A dialog box will display as below.Click icon view.
8. A dialog box will display as below.
9. At the row Criteria, type-in male and press Enter
10.Click icon Run
1.Click icon view

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11. A dialog box for male students will be display
1.Type-in male 2.Icon Run

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Activity 2: Save Query.
1. Click File and Save As
2. Save file as : male students profile Query

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3. The file will be save as below
Exercise Module 6
1. Based on your exercise in module 6 (“Create Query”).
a.Create new report for female students
b.Save the file as “ female students “

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