Assessments practice

 

Practice Test	Project 2
INSTRUCTIONS: Answer each question below. Enter your name and click the 'Grade Test' button to receive a graded study guide. You will not get a grade until all questions are answered.

1.	To order the records in the answer to a query in a particular way, you ________ the records.  A: query  B: sort  C: file  D: list
2.	It is usually easier to work with the Select Query window if it is ________ .  A: bold  B: minimized  C: maximized  D: closed
3.	To close a query without saving it, click ________ on the File menu.  A: Close  B: Save and Close  C: Do Not Save  D: Esc
4.	If you do not want exact matches in your query, you must use ________ .  A: special queries  B: comparison operators  C: query operators  D: special comparisons
5.	A ________ query calculates a statistic for data that is grouped by two different types of information.  A: compound  B: crosstab  C: mixed  D: aggregate
6.	To save a query using shortcut keys, press ________ .  A: CTRL+S  B: ALT+S  C: ESC+S  D: SHIFT+S
7.	When you are sorting on more than one field, the more important field is called the ________.  A: minor key  B: major key  C: primary key  D: secondary sort key
8.	To create a query in Voice Command mode, say ________ .  A: "Insert, Query"  B: "Create, Query"  C: "New, Query"  D: "Query, Add"
9.	To indicate that all fields are to be included in a query, select the ________ in the field list.  A: $  B: ?  C: ^  D: *
10.	Which of the following is a comparison operator?  A: #  B: %  C:  >  D: $
11.	Creating groups of records that share some common characteristics is called ________ .  A: gathering  B: collecting  C: grouping  D: filing
12.	The minor key is also called the ________ .  A: secondary sort key  B: sort key  C: major key  D: primary sort key
13.	To create a query, click the ________ button arrow on the Database toolbar, then select query.  A: Insert  B: Query  C: New Query  D: New Object
14.	Clearing out the entries in the design grid and starting over again is known as ________ .  A: restarting  B: clearing the query  C: restarting the query  D: rebooting
15.	The comparison operator for not equal to is ________ .  A:  >  B:  <  C:  # =  D: NOT
16.	A function that performs some mathematical function against a group of records is called a(n) ________ function.  A: mathematical  B: aggregate  C: grouping  D: statistics
17.	Each individual criterion must be true in order for the compound criterion to be true in a(n) ________ criterion.  A: OR  B: compound  C: AND  D: mixed
18.	________ was a query language first proposed in the mid 1970s in which users asked questions by filling in a table on the screen.  A: Query Code  B: Query-By-Example  C: SQL  D: Query-By-Selection
19.	To clear out the entries in the design grid, click Edit on the menu bar and then select ________ .  A: Clear Query  B: Clear Entry  C: Clear Grid  D: Empty Grid
20.	The comparison operator for less than or equal to is ________ .  A: NOT  B:  < =  C: OR  D: = >

 

Access 2003 Project 3 - Multiple Choice

Instructions: Print the page. Circle the correct response.

1.        To search for a specific record in a table, select the field to search and then click the ____________ button on the Form View toolbar. a.        Search b.        Locate c.        Find d.        Query 2.        To have only the record or records that satisfy the criterion appear, use a ____________. a.        sort b.        filter c.        form d.        datasheet 3.        To delete a record from a table, click the record selector for the record, and then press the ____________ key(s). a.        CTRL+DELETE b.        DELETE c.        CTRL+D d.        CTRL+U 4.        To add a field to a table structure, select the field directly below the location for the new field, then press the ____________ key(s). a.        CTRL+N b.        CTRL+I c.        ALT+INSERT d.        INSERT 5.        Data entered by users must conform to ____________ rules. a.        Data b.        Validation c.        Integrity d.        Edit

6.        A(n) ____________ key is a field in one table whose values are required to match a primary key of another table.

a.        master

b.        auxiliary

c.        foreign

d.        matching

7.        The property that the value in a foreign key must match that of another table's primary key is called ____________ integrity.

a.        entity

b.        interrelation

c.        relationship

d.        referential

8.        To specify referential integrity, click the ____________ button on the toolbar.

a.        Referential Integrity

b.        Relationships

c.        Integrity

d.        Primary Key

9.        Indexes ____________.

a.        allow rapid retrieval of tables

b.        allow rapid retrieval of records

c.        provide an efficient alternative to sorting

d.        both b and c

10.     To create a multiple-field index, click the ____________ button on the Table Design toolbar.

a.        Secondary Index

b.        Create Secondary Indexes

c.        Indexes

d.        Create Indexes

 

Practice Test	Project 3
INSTRUCTIONS: Answer each question below. Enter your name and click the 'Grade Test' button to receive a graded study guide. You will not get a grade until all questions are answered.

1.	To update all records, use the ________ query.  A: insert  B: update  C: append  D: make-table
2.	A field in which the user must enter data is called a ________ .  A: validation field  B: required field  C: default value  D: default field
3.	________ is the simplest type of filter.  A: Basic filter  B: Filter by sort  C: Filter by selection  D: Simple filter
4.	To specify referential integrity, you must define a relationship between the tables using the ________ command.  A: Define  B: Specify  C: Referential Integrity  D: Relationships
5.	You can use the ________ query to remove multiple records at one time.  A: delete  B: update  C: append  D: remove
6.	The names, types, and sizes of all the fields define the ________ of a database.  A: size  B: properties  C: values  D: structure
7.	Click the ________ button to filter records based on values in more than one field.  A: Filter by Field  B: Filter by Selection  C: Apply Filter  D: Filter by Form
8.	The Find Unmatched Query Wizard helps you find ________ records.  A: printed  B: unmatched  C: duplicate  D: multiple
9.	Modifying a database and keeping it up to date is known as ________ the database.  A: sorting  B: purging  C: correcting  D: maintaining
10.	To add a group of records from one table to the end of another table, use the ________ query.  A: delete  B: update  C: append  D: add-table
11.	To remove a filter, click the ________ button on the Table Datasheet toolbar.  A: Delete  B: Undo Filter  C: Delete Filter  D: Remove Filter
12.	A(n) ________ is the most common structure for high-performance.  A: A-tree  B: B-tree  C: C-tree  D: 4-tree
13.	You can use ________ to view records and update data in a table.  A: Sheetdata view  B: Form view  C: Edit view  D: Normal view
14.	To use a delete query to delete a group of records in Voice Command mode, say ________ .  A: "Delete Query"  B: "Run, Delete Query"  C: "Query"  D: "Query, Delete Query"
15.	To delete a record, select the desired record, press the DELETE key, then click the ________ button in the dialog box.  A: Delete  B: OK  C: Yes  D: No
16.	To return a damaged or destroyed database to a correct state is called ________ .  A: indexing  B: formatting  C: recovery  D: backing up
17.	Before making any changes to a database, it's a good idea to ________ the database.  A: make a copy of  B: sort the records in  C: check the spelling in  D: compact
18.	Rules that the data entered by a user must follow are called ________ .  A: validation text  B: validation rules  C: required fields  D: value rules
19.	To change the size of a field, click the row selector for the desired field, press ________, then type the new size.  A: F2  B: F8  C: F5  D: F6
20.	You should create an index on a field if ________ .  A: you occasionally will need your data to be sorted on the field  B: the field is the foreign key in a relationship you have created  C: you occasionally will need to locate a record based on a value in the field  D: the field is not the primary key of the table

 

Access 2003 Project 4 - Multiple Choice

Instructions: Print the page. Circle the correct response.

1.        You can use ________________ to display a report with data. a.        Design view b.        Layout view c.        Print Preview d.        the toolbox 2.        The contents of the ________________ section print once for each record in a table. a.        Record b.        Detail c.        Report d.        Content 3.        The contents of the _______________ section print once at the beginning of the report. a.        Report Header b.        Page Footer c.        Page Header d.        Detail 4.        The contents of the __________________ section print once at the top of each page. a.        Report Header b.        Page Footer c.        Page Header d.        Detail 5.        A ________________ is printed after the records in a particular group are printed. a.        group header b.        group footer c.        detail header d.        subtotal header

6.        To remove a control, first select it and then _______________.

a.        click Remove Control on the Tools menu

b.        press the SPACEBAR

c.        press the DELETE key

d.        all of the above

7.        Each portion of a report is described in what is termed a(n) _______________.

a.        page

b.        description

c.        section

d.        area

8.        To enlarge a page header, ________________.

a.        click Enlarge on the Edit menu

b.        right-click the header, then click Enlarge on the shortcut menu

c.        drag the bottom border of the Page Header

d.        click the Change Header butto

9.        _______________ are used to display data that comes from a database.

a.        Bound controls

b.        Calculated controls

c.        Attached labels

d.        Unbound controls

10.     A user can click a _______________ to display a list of possible values, and then select an item.

a.        header

b.        menu

c.        control box

d.        control box arrow

 

Access 2003 Project 4 - True/False Instructions: Circle T if the statement is true or F if the statement is false.
T	F	1.	Separating means creating collections of records sharing some common characteristic.
T	F	2.	A Custom Form is a box that allows you to select entries from a list.
T	F	3.	To dock a toolbar, simply drag its title bar to the desired location.
T	F	4.	A group footer is printed at the bottom of each page.
T	F	5.	Reports based on queries open faster than those based on tables.
T	F	6.	Using the property sheet, you can change one or more of the control's properties.
T	F	7.	You are restricted to a single table when you create a report.
T	F	8.	If you want to make a slight adjustment to a control, hold down the TAB key and use the appropriate arrow keys.
T	F	9.	Unbound controls are not associated with data from a database.
T	F	10	You use the Special Effect property on a label if you want to create a raised, sunken, or shadowed effect.

 

Instructions: Fill in the best answer.

1. _______________ means creating separate collections of records sharing some common characteristic. 2. Boxes that allow you to select entries from a list are called _______________. 3. Use ________________ view to modify the layout of a report. 4. In Design view, a(n) ________________ is available that allows you to create special objects for a report. 5. Moving the toolbar to a different position on the screen is a process known as _______________. 6. A(n) _______________ is printed before the records in a particular group are printed. 7. The _______________ for each control is a list of properties that can be modified. 8. You can use ________________ to create a very simple form that includes all fields in a table or query. 9. _______________ are used to display data that comes from the database. 10. Bound controls have _______________ that typically display as the name of the field that furnishes the data for the control.

 

Access 2003 Project 5 - Multiple Choice

Instructions: Print the page. Circle the correct response.

1.        A(n) _______________ specifies how the data is to be entered and how it will appear. a.        input mask b.        output mask c.        record selector d.        field selector 2.        To change the size of a row, use the ________________. a.        Size command on the Format menu b.        row selector c.        field selector d.        record selector 3.        The form in which a subform is contained is called a ________________. a.        one-to-many relationship b.        multi-form c.        linked object d.        main form 4.        To resize a field, __________________. a.        right-click it, then click Resize on the shortcut menu b.        drag the sizing handle c.        click the Resize button d.        all of the above 5.        To move a label, ________________. a.        click the Move button in the toolbox b.        right-click it, then click Move on the shortcut menu c.        drag the move handle d.        none of the above

Instructions: Print the page. Circle the correct response.

6.        To change alignment, first right-click the label, then click _______________. a.        Properties, then click Text Align b.        Align c.        Text Align, then click Properties d.        None of the above; alignment is changed with the toolbox 7.        To resize a label to optimum size, _______________. a.        right-click it, then click Optimum Size on the shortcut menu b.        select it, then drag it c.        select it, right-click it, then click Optimum Size on the shortcut menu d.        select it, then double-click the appropriate sizing handle 8.        The size mode that displays only the portion of the picture that will fit in the space allocated to it is ________________. a.        Clip b.        Zoom c.        Optimum d.        Stretch 9.        ________________ size mode displays the entire picture, proportioned correctly. a.        Clip b.        Zoom c.        Optimum d.        Stretch 10.     To move through the controls on a form, press the _______________. a.        NEXT button b.        Down arrow c.        TAB key d.        Right arrow

 

Access 2003 Project 5 - True/False Instructions: Circle T if the statement is true or F if the statement is false.
T	F	1.	When entering data in a field that has an output mask, Access will insert appropriate special characters in the proper positions.
T	F	2.	When entering data in a field that has an output mask, Access will insert appropriate special characters in the proper positions.
T	F	3.	To update a memo field, simply type the data in the field.
T	F	4.	OLE fields are great to use because they always contain very little space.
T	F	5.	Any changes to table properties apply only as long as the table is active unless they are saved.
T	F	6.	When you create forms with subforms, the tables for the main form and the subform must be related.
T	F	7.	To resize a label, select it, then drag its move handle.
T	F	8.	When you move a label, the field with which it is associated always moves as well.
T	F	9.	To resize a label to optimum size, select it, then double-click the appropriate sizing handles.
T	F	10	Stretch size mode is a good choice for photographs, because distortion will not occur.

 

Access 2003 Project 5 - Short Answer Instructions: Fill in the best answer.

1. A(n) ________________ field contains only valid dates. 2. A(n) ________________ field contains text that is variable in length. 3. A(n) ________________ specifies how data is to be entered and how it will appear. 4. A(n) _______________ is the bar containing the field name. 5. The small box at the beginning of each record is called a(n) _______________. 6. To insert data into a Hyperlink field, use the ________________ command on the shortcut menu. 7. A form contained within another form is called a(n) _______________. 8. The portion of a picture that displays as well as the way it displays is determined by the _______________. 9. The _______________ size mode expands or shrinks a picture to fit the precise space allocated on the screen. 10. To test for the current date in a query, type _______________ in the criteria row.

 

INSTRUCTIONS: Answer each question below. Enter your name and click the 'Grade Test' button to receive a graded study guide. You will not get a grade until all questions are answered.

1.	To change the tab order on a screen, use the ______ command on the View menu.  A: Order  B: Tab  C: Tab Order  D: Field Order
2.	To add fields to a table, first right-click the desired table, then click ______.  A: Fields  B: Open  C: Design View  D: Export
3.	Use the ______ command to insert data into an OLE field.  A: OLE Data  B: Insert Object  C: Insert OLE  D: Object Data
4.	To resize a label to optimum size, select the label, and then ______ the sizing handle.  A: double-click  B: click  C: right-click  D: all of the above
5.	To add a title to a form, add the title as a label in the ______ section.  A: Form Header  B: Title  C: Label Header  D: Form Title
6.	Numbers that appear in expressions in date fields represent ______.  A: days  B: months  C: weeks  D: years
7.	The manner in which data is entered into fields depends on the ______.  A: controls  B: data type  C: combo boxes  D: input selector
8.	To enter data in OLE fields in Voice Command mode, say "______."  A: Insert, Data  B: Insert, OLE  C: Enter, Object  D: Insert, Object
9.	To change the alignment, right-click the label, click Properties, and then make the appropriate change in the ______ property.  A: Text Change  B: Text Align  C: Alignment  D: Control Text
10.	To add a picture to a form header, click the ______ tool in the toolbox.  A: Picture  B: Image  C: Graphic  D: Picture Control
11.	To close a database, click the ______ button for the database.  A: Exit  B: Close Database  C: Close Window  D: Exit Database
12.	To enter data into date fields, type the dates and include the ______.  A: dashes ( - )  B: periods ( . )  C: slashes ( / )  D: colons ( : )
13.	To save space in your database, you can convert a picture from a Bitmap image to ______.  A: JPEG  B: GIF  C: Picture  D: Device Independent Image
14.	The ______ determines the portion of a picture that displays.  A: size indicator  B: size mode  C: size control  D: display mode
15.	To use a form to view data, right-click the form in the Database window and then click ______ on the shortcut menu.  A: View  B: Design View  C: Open  D: Send To
16.	To run a query, click the ______ button.  A: Run  B: Execute  C: Start  D: Proceed
17.	When entering data in a field that has a(n) ______, Access will insert the appropriate special characters in the proper positions.  A: OLE  B: field filter  C: combo box  D: input mask
18.	To enter data in Hyperlink fields, click Hyperlink on the ______ menu.  A: Insert  B: Tools  C: Edit  D: Enter
19.	The ______ size mode does the best job of fitting the picture to the allocated space without changing the look of the picture.  A: Clip  B: Stretch  C: Zoom  D: Fit
20.	To test for the current date in a query, type ______ in the criteria row of the appropriate column.  A:  < Date  B: Date [ ]  C: ( )Date  D: Date ( )

 

Access 2003 Project 6 - Multiple Choice

Instructions: Print the page. Circle the correct response.

1.        Collections of actions designed to carry out specific tasks are called ________________. a.        macros b.        actions c.        arguments d.        switchboards 2.        The various steps in a macro are called ________________. a.        events b.        masks c.        actions d.        drop areas 3.        The first column in a Macro window is the _______________ column. a.        Value b.        Action c.        Comment d.        Drop 4.        The second column in a Macro window is called the __________________ column. a.        Value b.        Switch c.        Comment d.        Action 5.        Brief descriptions of the purpose of the corresponding action are called ________________. a.        actions b.        comments c.        arguments d.        fields

6.        When modifying a macro, two additional columns may display: the _______________ column and the Condition column.

a.        Comment

b.        Field

c.        Action

d.        Macro Name

7.        The _______________ column is used to identify the particular macro within the group.

a.        Action

b.        Comment

c.        Identification

d.        Macro Name

8.        The individual switchboards within the switchboard system are called switchboard ________________.

a.        items

b.        pages

c.        tools

d.        arguments

9.        A(n) ________________ is an interactive table summarizes or analyzes data.

a.        PivotChart

b.        PivotTable

c.        Macro

d.        Argument

10.     To create a PivotTable, you place fields in predefined areas of the table called _______________.

a.        drop areas

b.        detail area

c.        table placeholder

d.        data placeholder

 

Access 2003 Project 6 - True/False Instructions: Circle T if the statement is true or F if the statement is false.
T	F	1.	You can run macros directly from the Database window.
T	F	2.	A PivotTable is static.
T	F	3.	Whether a macro is run from the Database window or from the switchboard, the effect is the same.
T	F	4.	Many arguments require additional information, called actions.
T	F	5.	To modify a macro, select the macro in the Database window, select Design View on the shortcut menu, then make the necessary changes.
T	F	6.	To make a copy of a macro, you can use the clipboard.
T	F	7.	Buttons on the main switchboard can lead to other switchboards.
T	F	8.	The Input Manager is an Access tool that allows you to create, edit, and delete a switchboard form for an application.
T	F	9.	You must create a query to view fields in PivotTable view.
T	F	10	To create a PivotTable, you replace fields in predefined areas of the table called arguments.

 

Access 2003 Project 6 - Short Answer Instructions: Fill in the best answer.

1. A(n) _______________ is a form that includes buttons to perform a variety of actions. 2. _______________ are collections of actions designed to carry out specific tasks. 3. The various steps in a macro are called ________________. 4. Actions are entered in a special window called a(n) ________________ window. 5. In the Macro window, you enter _______________, which are brief descriptions of the purpose of the corresponding action. 6. The ________________ is an Access tool that allows you to create, edit, and delete switchboard forms. 7. Individual switchboards are called the _______________. 8. A(n) _______________ is an interactive table that summarizes data. 9. A(n) _______________ is a graphical representation of data. 10. To create a PivotTable, you place fields in predefined areas of the table called _______________.

 

Access 2003 Project 7 - Multiple Choice

Instructions: Print the page. Circle the correct response.

1.        A(n) ________________ is a series of steps that Access will carry out when an event occurs. a.        method b.        control c.        event procedure d.        focus 2.        A report that is contained within another report is called a _______________. a.        submenu b.        subreport c.        subform d.        combo 3.        Use the _______________ button on the toolbar if you want to ensure a control has the format characteristics of an existing control. a.        Format Painter b.        Copy Format c.        Control Copy d.        Use Existing Format 4.        When you click the Subform/Subreport tool, the cursor changes to a(n) _______________ with a subreport. a.        hand b.        arrow c.        double sided arrow d.        plus signe 5.        The Add All Fields button in the SubReport Wizard is labeled with which of the following? a.        Add b.        All c.        >> d.        <<

6.        A report title is added as _______________.

a.        macro

b.        VBA

c.        label

d.        control

7.        To create mailing labels, use the _______________ Wizard.

a.        Label

b.        Mail

c.        Report

d.        Mailing Labels

8.        A combo box combines the properties of a ________________ box and a ________________ box.

a.        control, list

b.        list, text

c.        text, method

d.        control, text

9.        To open a form, use the ________________ command on the shortcut menu

a.        Start

b.        Form

c.        Open

d.        Select

10.     A control has _______________ when it becomes active.

a.        VBA

b.        priority

c.        method

d.        focus

 

Access 2003 Project 7 - True/False Instructions: Circle T if the statement is true or F if the statement is false.
T	F	1.	If a report is based on a query, you must first create the query unless it already exists.
T	F	2.	The Control Copier can be used to copy format characteristics from one control to another.
T	F	3.	The only way to add objects to reports is with the Object command on the Insert menu.
T	F	4.	A main report can contain more than one subreport.
T	F	5.	To add a date to a report, use the Date and Time command on the Insert menu.
T	F	6.	You can use the Mailing Wizard to help create mailing labels.
T	F	7.	With the Control Wizards tool and the Command Button tool, you can create more than 30 different types of command buttons.
T	F	8.	You can open a form in the Database window with the Database command on the shortcut menu.
T	F	9.	Spaces are not permitted in names in VBA.
T	F	10	The VBA statement DoCmd.GoToRecord , , acNewRec, means that Access is to move to the new record at the end of the table, and that is the position where the new record will be added.

 

Access 2003 Project 7 - Short Answer Instructions: Fill in the best answer.

1. The term VBA stands for _______________. 2. A(n) _______________ is a series of steps that Access will carry out when an event occurs. 3. A(n) _______________ is a report that is contained within another report. 4. You can add fields to a report by _______________ them from the field list. 5. To add a subreport to a report, you use the _______________ tool in the toolbox.. 6. To print a report, right-click the report in the Database window, then click _______________ on the shortcut menu. 7. The mouse pointer changes to a plus sign with a picture of a button when you are placing a(n) _______________ on a report. 8. A(n) _______________ box combines the properties of a text box and a list box. 9. To create a combo box, use the Combo Box tool in the _______________. 10. A control is said to have the _______________ when it becomes active.

 

 

Access 2003: Creating a Project Management Database

There are many advantages to creating your own Project Management program using Microsoft Access 2003. Some may be leery of creating a database on their own because it seems too difficult and complicated. In this article, we will look at how easy it is to create your own Project Management Database.

There are many advantages to creating your own Project Management program using Microsoft Access 2003. Some may be leery of creating a database on their own because it seems too difficult and complicated. In this article, we will look at how easy it is to create your own Project Management Database.

Many experienced Microsoft Office users steer clear of Access for one reason or another. The biggest misconception that people have is that Access is difficult to set up and operate. Another misconception is that you have to be an experienced database administrator to use the program. Anyone can use Access; the program serves many data functions and most of the set-up is relatively easy.

Project managers need reliable programs to keep track of different aspects of projects. Installing and using new project management software is a way to go, but precious time is needed to learn the program. Creating your own database program that will serve the same functions, is time-effective, and gives the user the freedom to customize it to fit their specifications and needs.

In this series of articles, we will be creating a project management database. First, you need to understand the objects that will be used to complete the project. Listed below are the items we will be creating and their purposes:

1. Tables — You can look at tables as the containers that hold the data. The next article in this series focuses on setting up the tables needed for the project management database.

2. Forms — For an Access database to be more like any software program, forms are used as a user interface to insert and lookup data.

3. Queries — Queries are a way to find data based on criteria. When we get to this section, you will fully understand their power and functionality.

4. Reports — In business, you know the importance of reports. In Access, creating your own reports allows you to present your data in a way that better serves your purpose.

5. Modules — This is a bit more advanced, but easy to create. Behind every software program there are code modules that automate tasks. We will be doing this to our own database so that you will have a fully-functional project management system.

Don’t panic, these articles will take you through the entire experience with ease and understanding. When you are finished, you will not only have a complete project management system, but an increased understanding of Access that you can use in years to come.

Preparation

Before starting on this project, you need to have Microsoft Access 2003 installed on your computer. Access comes standard with the Office suite, so you are set if you have the suite. If your company has upgraded to the new Microsoft Office 2007, see my series for this program. Do not try to use this series for Access 2007 because you will only confuse yourself; the setup is completely different.

Creating a Project Management Database with Microsoft Office 2003

In this series, we will create our own Project Management database system that will keep track of all aspects of project management. Follow all of the steps in this series and before long you will have a system that you can customize to fit your office.

Continuing with the series on creating a project management database using Microsoft Access 2003, we will now start to get our feet wet. In this part of the series, we will create the tables that are needed to house the data.

The first part of creating any database program is the tables. The tables are very important because they hold the data. All of the other components (reports, forms and queries) are all luxury items in a database program; the tables are a necessity. This is why they need to be set up first.

In each table, there are columns or fields. The columns keep the data in a categorized way. For instance, a text column named “First Names” collects first names while a number column called “Phone Numbers” holds all of the phone numbers. This keeps the data consistent and organized, which makes it easier to reference or search later in the application. A useful tip for creating your own database or spreadsheet: Never put two different types of data in the same column. It takes away from the integrity of your data and makes it as useful as keeping the data in a bucket full of water.

The rows in the table are also referred to as records. This is where the individual and specific pieces of information are sorted. For example, while the column is named “First Name”, the information in the rows will have values like “Jim, Jane, or Robert”. When we get to the Forms portion of the tutorial, you will also see that this is how the forms will store the values as well.

Before getting in and setting up the tables, you will need to remember some other pieces of information first. For one, database objects (as it is referred to in this series) are classified as tables, forms, queries, reports or modules. Another thing to know is that data is case sensitive; this means that John and john are not the same. This is a very useful piece of information to remember to avoid storing redundant data. The last thing I want to remind you of is to stick with the instructions in this tutorial; do not try to skip ahead. All of these steps need to be carried out.

First, be sure to open a new instance of Microsoft Access 2003. After it has opened, click on the Create New Database link (see picture below), then Blank Database on the right hand side. Before creating a new database you will be asked to name and save it first. This is because whenever new information is added to an Access database, it is saved automatically. You will not have to click the save button every time you enter in a record.

 

 

Name the database “PM Database System” and click Save. Next, you will see a window similar to the one in the picture below:

 Click on Create table in Design View from the window. If you want, you can maximize this window. A form comes up that have three headings; File Name, Data Type and Description. At the bottom of the window, you will see more options that you will need later. Right now, start typing the names of the columns in the Field Name column and select a data type from the Data Type field. Use the information below to create the first table. Note: The name of the field is listed first with its data type in the parenthesis right after.

Field Name (Data Type)

ID (AutoNumber)

Company (Text)

Last Name (Text)

First Name (Text)

Email Address (Text)

Job Title (Text)

Business Phone (Text)

Home Phone (Text)

Mobile Phone (Text)

Fax Number (Text)

Address (Text)

City (Text)

State/Province (Text)

Zip/Postal Code (Text)

Country/Region (Text)

Webpage (Hyperlink)

Notes (Text)

Attachments (Attachment)

After you have finished adding all of the fields, click the Save button. Save the table as “Employees” and close the form. A dialog box will appear asking if you will like Access to set a primary key, click Yes. You will notice that the ID field is now your primary key. More information about what a primary key is will be explained later when we talk about relationships.

Continue on with the next article in the installment to finish setting up the tables.

Creating a Project Management Database with Microsoft Office 2003

In this series, we will create our own Project Management database system that will keep track of all aspects of project management. Follow all of the steps in this series and before long you will have a system that you can customize to fit your office.

 

http://25yearsofprogramming.com/msaccess/inventory.htm

Household personal possessions insurance inventory database for Microsoft Access

INVENTRY.MDB is a Microsoft Access database for creating a household inventory of your personal possessions.

Insurance agents often recommend that you make an inventory when you buy a homeowner's or renter's policy, and even if you aren't required to do it, it's a good idea to have a list of all the items you own.

After a catastrophic loss, it's not easy to make a complete list of the items lost for filing an insurance claim unless you did it beforehand, and making a record of all the serial numbers helps police to identify and recover your property if it's stolen.

An inventory before you move to a new home helps ensure that the movers didn't lose anything.

The database has a couple of simple queries to sort the data or review selected fields, and it has a report that might need adjustments before it's useful for printing.

Its tables are:

• Inventory - the inventory of items. Its fields are:

1.        Category - General category of the item

2.        Q - Quantity

3.        Make - Brand name

4.        Model - Model name or number

5.        Desc - Description

6.        SerialNo - Serial number and any other identifying numbers

7.        Loc - Current location, abbreviated

8.        Cost - Buy price

9.        Value - Current value or estimate

10.     Priority - Priority for keeping the item, how important it is to keep or have.

11.     Disp - Disposition plans: keep, donate, throw out, etc.

12.     Misc - To provide a column on printouts for a checkmark, or whatever.

• Locs - physical locations (links the abbreviations with the full location descriptions)
• Priorities - (links the codes with the full descriptions). The current priority codes are as follows, but they can be changed to anything:

1.        Essential. Keep no matter what.

2.        Useful. Keep.

3.        Potentially useful. Keep.

4.        Not currently used, not clearly useful for the future, and easily replaced.

5.        Discard any time.

Download:

INVENTORY.MDB (inventory.zip)

About 58 KB. Both the Access 2.0 and 2003 versions are in the zip file. The Access 2.0 version should be renamed to INVENTRY.MDB (8.3 character limit for the file name). The Access 2003 version has the report and form imported from the Access 2.0 version, in addition to its own newer form and report.

 

Screenshots

In addition to the usual Datasheet view, the databases have a form that can be used for data entry or review. This is the Access 2.0 InventoryForm as it appears when opened in Access 2003.

The Access 2003 version of the form:

 

http://25yearsofprogramming.com/msaccess/index.htm

All Access Projects

Challenge!

Match the correct term with its definition.

___1. Web Browser	A. The system of electronically linking words or pictures to other words or pictures
___2. Hypertext	B. The system for transferring web documents over the Internet.
___3. HTTP	C. Also called a Web address.
___4. URL	D. The formatting language used to create web documents.
___5. HTML	E. Software used to surf the web, such as Internet Explorer or Netscape.

Answers: 1. E 2. A 3. B 4. C 5. D

Challenge!

Whether you are at home, work, or are using a public computer, find out:

·         What type of (speed) modem you use

·         Who your ISP is

·         Determine what ISP offers the best range of services for the least amount of money.

Challenge!  

·         Go to Yahoo.com.

·         Using the search box, type in the words"bandwidth test."

·         Several web sites matches should appear.

·         Click on one of the sites that provides an online tool that can help you determine the speed of your Internet connection performance.

·         Perform the test.

·         How fast is your connection?

Challenge!

Choose a level of Internet access that corresponds to your needs and budget. Do some research on the Internet to determine the following:

·         What type of high-speed Internet access is available in your living area?

Challenge!

·         Open your web browser and review the web browser basics reviewed in this lesson.

·         Open your cache and select a recently visited site.

·         Refresh the page.

·         Visit your favorite search engine.

·         Open your search engine's Help file.

·         Search for a new search engine. Sample its search capabilities.

·         Using some of the searching tips, explore a topic of interest.

Challenge!

·         Practice moving a toolbar using one of the methods described in this lesson.

·         Add two new buttons to the toolbar.

·         Remove any button you don't use regularly.

·         Change button icons from large to small.

·         Set a new home page

·         Make sure the toolbar is customized to suit your needs.

Challenge!

·         Access your Favorites list in the menu bar or Explorer bar.

·         Add a Favorite.

·         Place a Favorite in an existing folder.

·         Place a Favorite in a new folder.

·         Rename a Favorite.

·         Delete a Favorite

Challenge!

·         Using the Explorer bar's History list, view at least one of the web pages you've previously visited.

·         Clear your History.

·         Search for GCFLearnFree.org using one of the search methods described in this lesson.

Challenge!

·         Open Internet Explorer.

·         Go to the GCF home page and save the GCF logo to your desktop.

·         Copy and paste text from a web page into a Word document.

·         Email a link to a friend.

·         Print a web page.

·         Try working offline

Challenge!

·         Start your web browser and observe the highlighting box.

·         Increase the text size to largest.

·         Return to the default size (medium).

·         Change the font. Make note of default fonts.

·         Change color. Make note of default colors.

·         Return to the default.

Challenge!

·         Create a simple phrase or sentence on which your next password will be based.

·         Memorize it.

Challenge!

If necessary, visit your browser's website and upgrade to 128-bit encryption.

·         Netscape

·         Internet Explorer You will have to upgrade your browser to gain 128-bit encryption.

·         AOL: Go to keyword: BROWSER and a box will display 40-bit or 128-bit. If you are not at 128-bit, click on the upgrade link.

·         Remember, whenever you apply an upgrade to your PC, it is wise to backup important files first!

Challenge!

·         Visit a well-known online retailer.

·         Look for their Customer Service or Privacy Policy pages.

·         Read the policies for use of cookies.

Challenge!

·         You can scan your PC or Mac for viruses using free online tools. If you search on "internet virus scanning" a number of sites pop up.

Challenge!

·         Determine whether or not you need a firewall to protect your home computer or home computer network.

Research firewall manufacturers online.

 

 

 

 

 

EMAIL

Challenge!

Match the top level domain with the correct description.

____1) .com	A. US Educational institution
____2) .gov	B. A non-profit or not-for-profit institution
____3) .org	C. US Governmental agency
____4) .mil	D. A company or business
____5) .edu	E. US Military

 

Answers: 1)D 2)C 3)B 4)E 5)A

Challenge!

·         Start your email client.

·         Familiarize yourself with the email client window.

·         Explore the menus and tools.

·         Click the New Mail button.

·         Familiarize yourself with the message fields.

·         Send a message to a friend.

·         Check your email account for new messages.

Challenge!

·         Check your email.

·         Reply to a message using reply one of the methods described in this lesson.

Challenge!

·         Check your email.

·         Forward a message using one of the methods explained in this lesson.

Challenge!

·         Do some research on web mail services. Set up a free web mail account.

·         Do some research on instant messaging (IM) services. Ask your friends and family which IM service they use, or tell them about the service. Download an IM service and start emailing in real time!

Challenge!

·         Using the tips described in this lesson, send an email attachment to a friend or family member.

·         Don't open any attachments without first scanning them for viruses.

Challenge!

·         Determine whether or not your email client has HTML (Rich Text) formatting options.

·         If so,

o    Determine font (Arial, Verdana, etc).

o    Determine font size (small medium, large or measured in points).

o    Determine font style (bold, italics, underline).

o    Determine font color.

o    Determine text alignment.

o    Determine background color.

·         Send your message to friends and family.

Challenge!

·         Newsgroups and mailing lists provide way to meet and communicate with people from all over the world who share your interests. The best part is, you never have to leave your computer.

o    To learn more about newsgroups, check out:
http://www.ibiblio.org/usenet-i/usenet-help.html

o    To learn more about subscribing to a mailing list, check out:
http://www.webcom.com/impulse/list.html#Search

Challenge!

·         When composing your next email message, practice the rules of email etiquette.

Challenge!

·         Read your email client's Help files to discover features that can help you better manage your email.