ICT IGCSE

Databases (Access)

A database is a collection of data or information stored in a logical format.

Chapter 18: Data Manipulation (Access)

Paper Based Database:

• Before computer based databases became available data would be kept
on paper and stored in filing cabinets.
• A typical example would be a doctors surgery use of a paper based
database. Each patient would have their information stored in a folder
which would be kept in a filing cabinet.
Disadvantages:
• Difficult to search and sort information.
• Takes up physical storage place.
• Difficult to make copies or edit data.

Computer Based Database:

• Allows for information to be organized in such a way that a computer
program can quickly select specific pieces of data.
• An example of a Database package is Microsoft Access.
• A computer base database is made up of tables, records and fields.
Advantages:
• Using specific criteria data can be easily found.
• Requires no physical storage space and can contain vast amount of data.
• Easier to edit and create copies of data.
• Reports can be easily generated based on specific records.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)

Database Structure - Table Table:

• A table in database will be created to store
Chapter 18: Data Manipulation (Access)

specific pieces of data (A number of records).

• First of all the suitable field names will have to
be created.
• Fields will contain specific data for a record.
Fields:
Contain Example:
specific Data • A customer sales database will contain many
data for records.
Types
each • Each customer in the database will be know
record as a record.
• Fields wills store specific data for each
customer (e.g. Customer Name).

Data Types:
• Will contain specific types of data for each field.
Creating a Table: • Once the data type has been selected then only that
View >> Design View specific type of data can be entered into that field.
• Example: Data and Time will only allow for a data to
be entered.

TEXT NUMBER (INTEGER) DOUBLE (DECIMAL) CURRENCY

DATE/TIME BOOLEAN OLE OBJECT
WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)

Database Structure: Data Types, Fields & Records

Chapter 18: Data Manipulation (Access)

Fields: Contain specific data for each record

DATA TYPES BOOLEAN DATE/TIME CURRENCY NUMBER TEXT

EXAMPLES (INTEGER)

Each Movie is a record in

this table.

6 Records Shown

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)

In a typical database exam question you will be asked to import a CSV file into a suitable
database package (Microsoft Access).
Chapter 18: Data Manipulation (Access)

Tip:

Double check the data types.

They have to be correct or you
may get import errors.

Primary Key: This will be the unique field for each record. The VIN will be
the primary key as each car will have a unique VIN.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Importing CSV Tip: Always check the currency and the format
of the date. £ - Pounds
Chapter 18: Data Manipulation (Access)

01-Jan-2016

Tip: Always check data types when importing CSV File. If you do not then you run the risk of
getting import errors.

Tip: If it asks for decimal places Tip: You can then format the number in design view. If a
then during the import leave the number is not showing to a certain decimal value then
data type as double. you can set the format to standard.
WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Importing CSV
Chapter 18: Data Manipulation (Access)

1) Click on External Data Tab and select Text File.

2) Browse and Select the CSV File.
3) Click OK
4) Click on Advanced and check the format of the date so it is set to DMY. Then click Ok and Next.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Importing CSV 5) Click on First Row Contains Field
Names and then click on advanced.
Chapter 18: Data Manipulation (Access)

6) Double check all the data types.

You would normally always have to
change the Boolean field.
5
7) Select the Primary Key or let
Access choose. If you have a unique
data for each record in a field then
6 select this as your primary key.
8)Click on Next then Finnish to
import the CSV file.

WWW.YAHMAD.CO.UK 8
 ICT IGCSE
Databases (Access)

In this exam question you have to first create the table 1 2

(Including Fields & Data Types) and then import the CSV file.
Chapter 18: Data Manipulation (Access)

When importing
the CSV file you
have to append a
copy of the records
to the table you
created.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Print Screen Evidence
Chapter 18: Data Manipulation (Access)

Tip: When you print screen your data types ensure you also show the formats.
Don’t crop the bottom part off.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Relationship Database
Chapter 18: Data Manipulation (Access)

A 'relational' database is one that

contains two or more tables of data,
connected by key fields.

Teacher Students The 'One' side is usually the primary key

(Primary Key) (Foreign Key) The 'Many' side is usually the foreign key

A relational database has more than one table and the tables are linked using key fields.
Advantages:
• Teacher details only need to be entered once into the database.
• Mistakes are less likely to happen when entering data if it already exists.
• Avoids duplicating data.
• Data can be accessed using key fields (Primary and Foreign Keys).
• Queries and reports can be created using data (fields) from a number of tables which have a
relationship.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Relationship Database
Chapter 18: Data Manipulation (Access)

Click the Enforce Referential Integrity.

Ensures no orphan records.

Tip: The same

data should
appear in both
fields

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Relationship Database
Chapter 18: Data Manipulation (Access)

There are
more books

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Relationship Database
Chapter 18: Data Manipulation (Access)

1 2

3 4 1) Close the tables

2) Click on Database Tools
>> Relationships
3) Link the Key Fields
4) Select Inforce
Referential integrity and
click ok.
WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)

You will be asked to either add, edit or delete

1 data. In this example you are asked to update
Chapter 18: Data Manipulation (Access)

3 records.
The best way to update an existing record is to
use the filter tool and search by the Primary
Key (VIN).
2 1) Select the VIN Field >> Text Filters >>
Equals.
2) Type in the Primary Key (377C15423003)
and press Ok.
3) Update the record according to the details
on the exam paper.
3 Discount Applied: 10
Date Sold: 06/05/2012
Sales Person: Algier
Sold: Yes
4) Clear the text filter and repeat the same
process with the next two records.
4

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)

Tip: When you are creating a report ensure you have identified all query and reports
tasks.
Chapter 18: Data Manipulation (Access)

Search Criteria: When creating the query only

select the fields stated.
However you may have to insert additional
fields later to complete your search. These
fields must not be shown.

Report Title: Name the query as the report

title.

Query Report
• Selecting Fields • Sort (2)
• Search criteria • Page orientation
• Calculated run-time field + formatting • Report header/footer
• Sort (1) • Calculation (Count, Sum, Max & Min)
• Labels for formulas
• Show labels in full

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Annotating Exam Paper
Chapter 18: Data Manipulation (Access)

1) Write the Run Time Formula

2) Identify the search criteria
3) Identify Keywords
WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Query Task 1: Select Fields
Chapter 18: Data Manipulation (Access)

1. Create >> Query Wizard

2. Select Fields
1. You may select fields from
different tables in a
relationship database.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Query Task 2: Name your Query as the Report Title.
Chapter 18: Data Manipulation (Access)

Flat File Database: Query name will

automatically appear at the top of the report.

Relationship Database: Report title will

have to be re-entered in report wizard.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Query Task: Search Criteria
Chapter 18: Data Manipulation (Access)

Build_ Year: >31/12/2010 or >=01/01/2011

Length: <=40

Type: Water, Residential: Yes

Duration: <=12
Location: Not “Scotland”

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Query – Search Criteria Tip: You can search
by a field and then
Tip: Extend the hide it. Before
Chapter 18: Data Manipulation (Access)

tables just in case hiding it check to

you may need to see if the search
select and use criteria has
another field. worked.

Tip: Always check the number of records after

you have typed in one search criteria.
The number of records should reduce every
time you type in a search criteria.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Query – Search Criteria
Wild Card – Sometimes a field may contain more than
Chapter 18: Data Manipulation (Access)

one word. To find something specific you need to write

a wildcard search.

Like “*Channing Tatum *”

Between Between 01/01/2010 And 02/02/2012

Between 100 And 150
Or North Sea Or Irish Sea
Not Not “Horror”
<90 Less than <90
>90 More than >90
>=90 More than and equal to >=90
37*____ Fields starts with 37
____*37 Fields Ends with 37 Only field containing
Channing Tatum are
shown
WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Calculated Run Time Formulas in the Query
Chapter 18: Data Manipulation (Access)

Calculated Run time is used when we have to calculate specific values Enter New Calculated
using data from existing fields. Run Time Field here

New Stock Level:[Current Stock]+5 Number of

Books Added
Name of new Required Field in to Stock
field Square Brackets

In Design View using

the Property Sheet
the formatting can be
set for the new field.
WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Calculated Run Time Formulas in the Query
Chapter 18: Data Manipulation (Access)

Total_Berths:[Sleeps]+[Crew]

Daily_Cost:[Course_Cost]/[Duration]

Delivered_Price:[Cost_Price]+200

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Sort - 1
Chapter 18: Data Manipulation (Access)

Ascending: Text Fields Ascending:

Lowest A-Z
number to
the Highest Text Fields Descending :
Z-A
Descending:
Highest
number to the
Lowest

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Report – Sort (2) & Page Orientation
Chapter 18: Data Manipulation (Access)

Report Wizard:
• If there are two sorts in the report then
you would do it in the report wizard.

• You can also set the page orientation in the

WWW.YAHMAD.CO.UK report wizard.
 ICT IGCSE
Databases (Access)
Report – Show Labels and fit to a single page wide
Chapter 18: Data Manipulation (Access)

1) Make sure Report title is the same as the Report Header

2) Format the report in Layout View making sure al field names and data is visible.

Page Footer/Header: Report Footer/Header:

Anything information Anything information
will appear each printed will appear on only the
page either in the first (header) or last
(header) or (footer) of page (footer) of the
the report. report.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Report – Show Labels and fit to a single page wide
Chapter 18: Data Manipulation (Access)

• In layout view adjust the column widths to ensure all data is

shown.
• Press Shift to select the Field Name and Data so you can
adjust both pieces of data at the same time.

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Formulas in the Report
Chapter 18: Data Manipulation (Access)

We can use a number of formula in the report to calculate

values from fields including: Sum, Average, Count, Max, Min
etc. You need to ensure you are in layout view.

Function Tool

Selected
Fields

In Design View you can add a label for your

WWW.YAHMAD.CO.UK calculation. Make sue formula is in Report footer.
 ICT IGCSE
Databases (Access)
Formulas in the Report
Chapter 18: Data Manipulation (Access)

WWW.YAHMAD.CO.UK In Design View you can also add your candidate details.
 ICT IGCSE
Databases (Access)
Labels Create the query first for your
labels using the specified
fields and search criteria.
Chapter 18: Data Manipulation (Access)

1. Select the labels icon.

2. Select the dimensions and
the number across (2).
3. Write in the heading, Field
names and select the field
data.
4.In design view can you
format the label.

3 4
1

WWW.YAHMAD.CO.UK
 ICT IGCSE
Databases (Access)
Summery Query 4
Chapter 18: Data Manipulation (Access)

You can also enter search criteria

into the summery query

On most occasions a summery

query will ask for calculation
and a count. One of the fields
1 3 will contain numerical values
which can be calculated.

Calculate Total Value of records

2 Count

WWW.YAHMAD.CO.UK Number of Records

 ICT IGCSE
Databases (Access)
Extracting Data
Tip: To extract a query
or report you have to
Chapter 18: Data Manipulation (Access)

right click and select the

export option.
You may be required to
export into Excel to
create a graph.

WWW.YAHMAD.CO.UK