Data Manipulation - IGCSE ICT Resources

IGCSE ICT Section 11 – Data Manipulation

Microsoft Access Skills Booklet

Mr Nicholls Cairo English School

Mr Nicholls

Document Production Contents Learning Outcomes…………………………………………………………………………………. Page 3

In this section you will learn how to: Understand database structures Create a database from an existing data file Define database structures Enter different forms of data into a database Search for subsets of data Produce a report Export data and reports to use within another package Use formulae within a database Sort data within a database For this section you will need these source files from your teacher: CARS.CSV

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STATIONARY.CSV

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11.1 - Understanding Database Structures Databases work by storing data using a system of files, records and fields. These are described below: • Field: A field is a single item of data (like a name or a date of birth). Each field has a fieldname which is used to identify it within the database. Each field is assigned a data type, for example numbers, text or a date. • Record: A record is a collection of fields. For example: all of the information about a person or an item. Records may contain different data types. • File: A file (in a database) is an organised collection of records all stored together in the same location.

For the purposes of this workbook you will be using Microsoft Access. Access stores its data in the form of tables which are organised by Rows and Columns.

Each row in a table contains a record.

Each column in the table represents a field.

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Mr Nicholls 11.1a - Field Types

Each field must be assigned a ‘Field Type’. These tell Access how to ‘treat’ and ‘store’ the data for each field. There are a number of field types that you must learn: 1. Text Text fields can store characters (letters/symbols) and numeric data (numbers). Text fields can also store a combination of characters and numbers. 2. Number Used to store number values that may be used for calculations or other purposes (like storing peoples ages). NOTE: Numbers with more than 2 digits should be set to ‘long integer’. 3. Currency Used for values of money. Access gives you the ability to change the currency symbol to a wide range of formats (£, $ etc). 4. Date/Time Used to store dates and times in various formats. 5. Boolean (Yes/No) Used to store options. For example: Yes/No, True/False etc.

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11.2 – Creating a Database from an Existing File Task A You work for a small garage called ‘Dodgy Dave’s Motors’. The garage sells used cars. Using a database package, import the file ‘CARS.CSV’. Assign the following data types to the fields: Make Model Colour PPrice SPrice Year Extras Valet

Text Text Text Currency/2 decimal places Currency/2 decimal places Number/Long Integer Text Boolean(Yes/No)

You may add another field as a primary key field if your software requires this. Save the database. How to do it:

Open Microsoft Access. Click the Office Button followed by New to open the Blank Database pane on the right-hand side in the window. Enter a meaningful File Name: for the database. For example ‘Cars’ would make sense as this is the type of information that the database will hold. Click on and you will be presented with a new database similar to this:

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Mr Nicholls 11.2a Importing Data:

To import the file ‘CARS.CSV’ select the External Data tab then click on the Import Text File icon.

IMPORTANT NOTE: Files saved in .csv format are considered text files. Each data item is separated from the next by a comma.

This icon opens up the Get External Data window like this: Use the button to find the file ‘CARS.CSV’ . NOTE: Ensure the top option button is selected. This ensures the data is saved in a new table. Click on

.

IMPORTANT NOTE: A large number of students perform poorly in this section of the exam because they select the bottom option instead of the top one.

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The Import Text Wizard window will open. Select the ‘Delimited’ option. This option is for data that is separated by a comma (as is the case in .csv files) Click on

.

For the next part of the wizard make sure that the Comma option is selected using the option buttons. Examine the first row of the data and decide if it contains the fieldnames that you need or if it contains the first row of data. If the first row contains the fieldnames, click on the First Row Contains Field Names tick box. As you tick the box the first row changes from this to this.

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Click on to Specification window.

open

the

Import

Check that all fieldnames and data types match those specified in the task. In this case the PPrice, SPrice and Valet fields are not correct. Make the following changes: PPrice field needs changing to Currency SPrice field needs changing to Currency Valet field needs changing to Boolean (Yes/No) To make these changes, click on the Data Type cell for each of the fields and use the drop-down list to select the correct options as described in the list above. Your completed fields and data types list should look like the following screenshot.

When all of the changes have been made, click on . Select

twice.

On the screen where Access is asking you about a Primary Key you should ensure that you select the option ‘Let Access add primary key’. This adds a new field called ID to the table. NOTE: Primary Keys ensure that each record can be uniquely identified. Page | 8

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Click on

.

In the Import to Table: box enter ‘tblCars’.

NOTE: This is a meaningful table name. The ‘tbl’ shows you that it is a table and the ‘Cars’ gives an idea of what kind of data is being held.

Click on

to import the data and then

to close the wizard.

Double click on tblCars to display the imported information which should look like this:

tblCars – containing the imported .csv data

Imported records

11.2b Amending Field Properties:

Changes to the field types, or other properties, can be made from the Home tab. In the Views section, click on the Design View icon.

The task instructed you to set the PPrice field to 2 decimal places. You can check this by clicking the left mouse button in the PPrice field and viewing the number of Decimal Places in the General tab at the bottom of the window. As you can see this is not set to 2 decimal places but set to ‘Auto’. Page | 9

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Click on the cell containing ‘Auto’ and use the drop-down list to set this to 2 decimal places. Repeat this for the SPrice field.

To change the Boolean field so that it displays ‘Yes’ or ‘No’, click in the Valet field and in the General tab select the Format cell. Use the drop-down list to select the Yes/No option. Save the database for later use by clicking the symbol. Activity 1 You work for a shop selling office supplies called ‘Easy as ABC’. Import the file ‘STATIONARY.CSV’. Assign the following data types to the fields: Code Type Description Quantity Colour SPrice PPrice Discount

Numeric/Long Integer Text Text Numeric/Long Integer Text Currency/2 decimal places Currency/2 decimal places Boolean/Yes No

NOTE: Use the Code Field as your primary key field. Save the database with a suitable name. Page | 10

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Imported data should look like this when completed:

11.3 – Entering New Records Task B Open the database file you created during Activity 1. Add this new car to the database: Make Ford

Model Escort

Colour Silver

PPrice 4350

SPrice 5285

Year 2002

Extras Alarm Central Locking Alloy Wheels

Valet Yes

Save the database.

How to do it:

Open the database saved in Activity 1. Double Click on the table name to open the table in Datasheet View. Make sure that you can see all of the data stored within the table by moving the cursor between the fieldnames until it looks like this.

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When the cursor looks like the image shown above, Double Click the left mouse button to automatically adjust the widths of each column. Scroll down the list of cars until you get to the bottom. Here you should see a blank entry with a star next to it. This is where you can enter a New Record.

Star indicates where new entries can be made.

Columns resized so that all information can be read.

Click the cursor in the Make Cell and then type in ‘Ford’.

NOTE: The new ID number will automatically appear in the ID Field as we set this field as an AutoNumber type.

Enter the Model, Colour, Year, Extras and Valet in the same way.

For the PPrice and SPrice fields, enter only the numbers and decimal points (if required). DO NOT enter any other characters such as currency symbols. After entering the prices, Access will automatically set them to the currency we selected during table design.

NOTE: Double check your spellings for accuracy by comparing them to the information given in Task B above. This is very important as you will run into problems later if anything is inaccurate. Page | 12

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Completed new entry should look like this:

Save the database for later use by clicking the

symbol.

11.4 – Creating New Fields Task C Open the database file you created during Task B. Add a new field to the database called PDate. Add the purchase date of 30 September 2009 for the next record. Save the database. How to do it:

Open the database and open the table tblCars in Design View.

Move to the empty row below the Valet field and enter the Fieldname PDate.

In the Data Type box use the drop-down list to select the Date/Time data type.

Choose the most appropriate Format for the question (in this case Long Date is the best choice).

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Save the database and then select Datasheet View. Move the cursor into the PDate field for record 68 (the record we added in TaskB). Use the Calendar icon to select the required date (30 September 2009).

Record 68.

PDate Field.

Save the database for later use by clicking the

symbol.

Activity 2 Open the database saved in Activity 1. Add these three items of stationary to the database: Code 44282

Type Lever Arch File

44283

Lever Arch File

47478

Spine Label

Description Laminated Lever Arch Files Laminated Lever Arch Files Eastlight Spine Labels

Quantity 1

Colour Red

SPrice 57.22

PPrice 28.96

Discount No

1

Yellow

57.22

28.96

No

30

13.86

Yes

100

Save the database for later use.

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11.5 – Performing Searches (Queries) In Access you can search for data using Queries. NOTE: Queries are an important part of the examination and many marks hinge on you performing them accurately. Task D Open the database file you created during Task C. A customer would like a car made by Ford. Find the customer a list of all the cars in the garage made by Ford. Save the database. How to do it:

Open the database that you saved at the end of Task C. Select the Create tab and find the Other section. Click on the Query Wizard icon.

This opens the New Query window.

Select the Simple Query Wizard and then click on .

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In the Simple Query Wizard window select the table name (tblCars in this case). NOTE: As this is your first query tblCars is your only option in this box. As you create more queries they will also be shown in the drop-down list. It is important that you select tables AND NOT queries for use in your searches or you will get incorrect results.

For this task it would be appropriate to show the customer all of the fields except: ID field PPrice (Price garage bought the car for). PDate (Date garage purchased the car).

To do this, move all of the fields into the query using the Double Arrow key.

Select the ID field and click on the Single Arrow key to remove them from the selection. Repeat this for the PPrice field and the PDate field.

When you have removed the unneeded fields from the query click .

Click

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again.

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Enter a suitable name for the query. NOTE: It is important to carefully select a meaningful name as you need to be able to identify each query correctly when you come to use them within Reports.

Select the Option Button for Modify the query design before clicking on .

Suitable Name

This opens the query in Design View. This is where we perform the actual search. Notice how the ID, PPrice and PDate fields are not included.

NOTE: Until we add some Search Criteria the query will simply just find ALL records in the database and NOT the Ford cars.

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To perform the query, move the cursor into the Criteria: row of the Make field and type Ford. This will search for and extract only the cars made by Ford. All other makes will be filtered out.

NOTE: You DO NOT need to use speech marks, as Access will put these in for you.

Now select Datasheet View to see the results of the query. The number of records can be seen at the bottom of the window in this view. There should be 25 Ford cars found in the query. Only Ford cars have been found:

Save the query for later use. Page | 18

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Task E Open the Cars database. The manager wants to see all of the Ford cars that need Valeting. Create a new query to show this information. Save the database. How to do it:

Create a query in a similar way to the one for Task D (make sure you use tblcars). Use the Query Wizard to select all of the fields except ID. When you Modify the query design you should enter the following Criteria: Ford in the Make column Yes in the Valet column.

The design should look like this:

Select Datasheet View to look at the results of the query. There should be 2 records found within this search. Only Ford cars that need Valeting have been found:

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Save the Query for later use. Task F Open the Cars database. The manager wants to see all the details of the cars made by Ford OR Vauxhall. Create a new query to show this information. Save the database. How to do it:

Create a query in a similar way to the one for Task E (make sure you use tblcars). NOTE: Make sure you use the table name in the Tables/Queries box. If you use one of the previous queries rather than the table you will get incorrect results.

Select all of the fields (including ID). When you Modify the query design you should enter the following Criteria: Ford or Vauxhall in the Make column The design should look like this:

Select Datasheet View to look at the results of the query. There should be 37 records found within this search. Only Ford or Vauxhall cars have been found:

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Task G Open the Cars database. The manager wants to see all the details of the cars NOT made by Ford. Create a new query to show this information. Save the database. How to do it:

Create a query in a similar way to the one for Task F (make sure you use tblcars). Select all of the fields (including ID).

When you Modify the query design you should enter the following Criteria: Not Ford in the Make column

The design should look like this:

Select Datasheet View to look at the results of the query. There should be 43 records found within this search. No Ford cars have been found:

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Task H Open the Cars database. The manager wants to see the following details of the cars that have alloy wheels: Make, Model, Colour, PPrice, Year, Extras, Valet. Save the database.

The text ‘Alloy wheels’ can appear in the Extras field. The problem is that ‘alloy wheels’ can appear alongside other extras and so normal searches (like the searches practiced in tasks D to G) will not work here. To find all records that contain the words ‘Alloy wheels’ we must create a Wildcard Query. How to do it:

Create a query in a similar way to the one for Task G (make sure you use tblcars). Select only the fields required in the task information as described above.

When you Modify the query design you should enter the following Criteria: Like *Alloy Wheels* in the Extras column

NOTE: The stars tell Access that you are performing a wildcard search. Any record containing the words ‘Alloy Wheels’ will be returned.

The design should look like this:

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Select Datasheet View to look at the results of the query. There should be 35 records found within this search. Only cars with extras including Alloy Wheels have been found:

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Task I Open the Cars database. The manager wants to see the following details of the cars that have a sale price of less than or equal to £4125: Make, Model, Colour, SPrice, Year, Extras, Valet.

How to do it:

Create a query in a similar way to the one for Task H (make sure you use tblcars).

Select only the fields required in the task information as described above.

When you Modify the query design you should enter the following Criteria: = for greater than or equal to

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> for greater than 2003 in the Year column Like*Alarm* in the Extras column No in the Valet column

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The design should look like this:

Select Datasheet View to look at the results of the query. There should be 4 records found within this search. None of the cars found should have specs outside of the criteria that we specified during query design:

Activity 3 Open the database saved in Activity 2. Create 12 separate queries that will search the database to find the following information for your manager. For each search show ALL of the fields in the table. 1. Find all of the Blue stationary items 2. Find all of the Blue or Black stationary items 3. Find all of the items where the colour is NOT Blue 4. Find all the Red items where the discount is Yes 5. Find all the items where the type contains the word ‘File’ 6. Find all the items where the description contains the word ‘File’ 7. Find all items with a quantity of less than or equal to 10 8. Find all items where the quantity is equal to 10 9. Find all items with a quantity of greater than 1 10. Find all items with a quantity of greater than or equal to 10 11. Find all items where the sales price is less than £10 12. Find all items where the purchase price is between £5 and £12 Save the database for later use.

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11.6 – Producing Reports Reports are used to display information generated in tables and queries. Reports can be tailored to improve the presentation of the information. Task L Open the Cars database. Produce a report that: Shows all the cards made by Ford Displays only the Make, Model, Colour, SPrice, Extras and Valet fields within the width of a landscape page Has your name on the left in the header of each page Has a title of ‘All Ford cars in stock’ centre aligned at the top of the first page. Title should be Arial font and a 24 point font size. Has a subtitle ‘Request for Mr David Watson’ right aligned at the top of the first page. Subtitle should be Arial font and a 12 point font size. How to do it:

Open the database last saved at the end of Task J.

Select the Create tab and find the Reports section. Click on Report Wizard icon to open the Report Wizard window. In the Tables/Queries box, select the correct query. In this task the report will be based upon the query which found all of the cars made by Ford (I named mine ‘Ford Cars’).

NOTE: This is why naming your queries sensibly is important. Use the arrow buttons to move the correct fields from the Available Fields: into the Selected Fields: box. Page | 30

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Click on

.

Grouping is not needed at GCSE level so click

again.

This task does not require sorting (this will be covered later) so click

again.

On the screen which allows you to setup the layout and orientation of your report you should choose the Landscape option. Leave the Layout set to Tabular. Click on

.

Choose the style for your report (Any style you like) and click on .

Change the report name so that it says ‘All Ford cars in stock’. Select the Modify the report’s design option and click on .

Modify the report’s design option lets us add subtitles and ensure that the layout is correct.

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Mr Nicholls 11.6a – Modifying Report Design

As stated earlier, Report Design View is where we can fully customise our reports and add things like subtitles, colour and generally tidy them up. Sections of the report Each section of the report is shown with a light blue bar.

The top section is the Report Header. Anything placed in this section only appears once at the start of the document.

The next section is the Page Header. Anything placed here is shown at the top of each page (usually fieldnames).

The Detail section is the most important. This is where the data is shown for each car. The Detail section consists of as many Rows as are necessary to show all the data.

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The Page Footer shows information at the bottom of each page (page numbers etc).

The Report Footer shows information at the end of the entire report (for example Calculated Fields – see later).

Placing your name in the header of each page Move the cursor into the Page Header section. Position the cursor just to the top of the Detail bar so that the cursor changes to an arrow.

Hold the left mouse button down and drag the Detail row down a little bit.

Select all of the Fieldname objects in the Page Header by dragging and holding the mouse button. Move all of the Fieldname objects down a little bit to make room for your name in the Header. It should look like this:

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In the Design tab, find the Controls section and click on the Label icon.

Move the cursor into left side of the Page Header and click and drag the left mouse button to draw a new label. Type your name into the label.

The label needs editing so that the text is clearly visible and it is left aligned. Select the label and use the tools in the Font section of the Design tab to change the colour and the alignment to left.

Switching between Design View and Report View To see what the report will look like after you have made your modifications you need to find the Views section of the Design tab and select the Report View icon. You can switch back to Design View in the same way.

This is our report so far with a name in the Page Header:

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Modifying the Report Title The title ‘All Ford cars in stock’ needs to be centre aligned using 24 point Arial font. Click on the label containing the title and use the drag handles to stretch it to 28.2 centimetres (almost the edge of the page).

Centre align the label by clicking on the Center icon in the Font section of the Design tab. Change the font style to Arial and the font size to 24.

This is our report so far:

Adding the subtitle Create some space in the Report Header by dragging the Page Header bar down a little bit. Add a new label, the full width of the page, in the Report Header, just below the main title. Type the text ‘request for Mr David Watson’ into the label. Change the Font Colour so that it is clearly visible and Right Align the subtitle using the Align Text Right icon. Make sure you use 12 point sized Arial Font. Page | 35

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This is our completed report: Modified Title Subtitle Name in Page Header

Activity 4 Open the database saved in Activity 3. Produce a report which: 1. 2. 3. 4.

Displays all the data held in the STATIONARY table within a landscape page Has your name in the right header of each page Has a title ‘All stationary in stock’ centre aligned at the top of the first page Has a subtitle ‘request for the manager’ right aligned at the top of the first page Save the database for later use.

Activity 4 should look something like this:

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Task M Open the Cars database. Produce a report that: Displays the data for all the cars with alloy wheels Fits into the width of a portrait page Has your name in the report header followed by ‘Cars with alloy wheels’ Report should be neat and tidy. How to do it:

Open the Cars database.

Select the Create tab and find the Reports section. Click on Report Wizard icon to open the Report Wizard window. In the Tables/Queries box, select the correct query. In this task the report will be based upon the query which found all of the cars with alloy wheels (I named mine ‘Cars with alloy wheels).

NOTE: This is why naming your queries sensibly is important.

Move all of the fields from Available Fields: to the Selected Fields: box.

Click on

.

Grouping is not needed at GCSE level so click

again.

This task does not require sorting (this will be covered later) so click

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again.

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On the screen which allows you to setup the layout and orientation of your report you should choose the Portrait option. Leave the Layout set to Tabular. Click on

.

Choose the style for your report (Any style you like) and click on .

Change the report name so that it says ‘Cars with alloy wheels’. Select the Preview the report option and click on .

This generates your report but as you can see from the screenshot on the next page it is very messy with data that is not fully visible.

NOTE: In the practical exams you must make sure that all data is visible in full or you will lose marks.

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Messy layout

Partially visible data

Partially visible data

11.6b – Tidying up reports and making sure data is visible

Select the Home tab and in the Views section click on the arrow to expose a drop-down menu. Use the drop-down menu to select Design View.

Resizing Fields (Bigger) Find the Make field in the Detail section of the report and click it. Drag the right side of the Field out to make it a little larger. It should change from this to this.

NOTE: The field label (in Page Header) will also stretch out to match the size of the Detail field.

Use the View icon to change back to Report View to see the effect that this has made to the report. The Make field is now large enough to display the data. Page | 39

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Resizing Fields (Smaller) Some of the fields have the opposite problem – they take up too much room. For example Model and Colour fields need to be reduced in size. This will create more space for larger fields such as Extras.

Too much space taken up

Click on the Model field and position the cursor over the right side. The cursor should change to a double arrow:

Drag the cursor to the left until the field becomes smaller. It should go from this to this:

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Repeat for the Colour field. Use the Report View to make sure that all of the data is available whilst not using up too much space.

NOTE: You will need to scroll through all of the records to check each one.

Less space used but all data still visible

Repeat this method for the rest of the fields. Use Report View to ensure that all of the data is visible without taking up too much room. Your report should end up looking something like this:

NOTE: Fields can also be resized to make them higher instead of wider. This is useful to force longer pieces of data onto a new line and, therefore, take up less room widthways.

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Aligning Fields Our report is still not perfect as some of the fields are too close together. For example Year and Extras fields could benefit from being further apart. This will make them easier to read.

Select the Home tab and in the Views section use the drop-down menu to select Design View

Move the cursor into the Page Header section and click on the Year label.

Centre the label using the Centre Alignment tool in the Design tab.

Repeat this for the Year field in the Detail section. Centre aligning Year field moves it away from the Extras field

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Mr Nicholls Activity 5 Open the database saved in Activity 4. Produce a report which: 1. Displays all the data for the items where the quantity is greater than or equal to 10 2. Has your name in the header of each page 3. Has a title ‘Quantity >=10‘centre aligned at the top of the first page. Save the database for later use.

Completed activity 5 should look similar to this:

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11.7 – Exporting Data Sometimes the practical examinations will ask you to export information from a database for use in other packages (like Word documents). Information can also be exported to create a graph or chart. Information can be exported from: Reports Queries Whole tables. Task N Open the Cars database. Export the ‘Cars with alloy wheels’ query that you made during Task M. The report should be exported to rich text format so that it can be included in a Word document. How to do it:

Open the Cars database. In the Navigation pane, find the query that lists all cars with alloy wheels. Right click the query to get the dropdown menu. Select the Export and in the next dropdown menu you should select Word RTF file.

This opens the Export – RTF File window. Click on the

button to select a folder to save the document into.

Select the option Open the destination file after the export operation is complete, and then click on . Page | 44

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The exported file will appear as a table in .RTF format: Close the Export – RTF File window.

NOTE:

Often in the practical exams you are required to use this exported information as a table within a Word Document. As Access exports the query into a table format all you need to do is copy and paste it into the Word Document and format as necessary.

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Task O Open the Cars database. Export all the details of cars with alloy wheels into a format that can be used to produce a graph.

The best programme to use for creating graphs and charts is Excel. In the previous task we were asked to export the details of cars with alloy wheels into a format that would be best for inclusion within a Word document. For that purpose we chose .RTF. RTF files will not open in Excel and so we must export this information in Excel format. How to do it:

Open the Cars database. In the Navigation pane, find the query that lists all of the cars with alloy wheels. Right click the query to get the dropdown menu. Select the Export and in the next dropdown menu you should select Excel.

This opens the Export – Excel Spreadsheet window. Select the tick box for Export data with formatting and layout and the tick box for Open the destination file after the export operation is complete. Click on

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.

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The exported information will appear as an Excel file: Close the Export – Excel Spreadsheet window.

NOTE:

Often in the practical exams you will be required to create a graph/chart out of the exported Excel information. The graph/chart would then be copied and pasted into the Word Document.

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