5.02 Notes Student

5.02 Notes Database Reports

• What is a database query, how is it used, and how does it differ from a filter?
• What is a form, how is it used and formatted, and how does it differ from a table?
What is a database report? How is it used? What report components are used to control
and enhance the appearance of the report and why?

Database Objects
I. Query. A query is a database object created by placing filters and selecting
multiple criteria (comparison operators) to extract information from one or more
tables. The resulting data becomes an object that can be saved, recalled, and
used to perform other operations.
A. Advantages of a Query
1. A query can be saved and used to perform other operations
2. One table can be associated with multiple queries
3. A query can perform specialized operations, such as performing
calculations on field values, and placing the results in a new column
or datasheet
B. Difference Between a Query and a Filter
1. A filter is a one-time deal. It allows application of a set of selection
criteria and/or sorting instructions to the records in a table. It is a
quick temporary tool that is created for one-time use in the context
of a particular table.
2. A query is reusable. It allows selection criteria and/or sorting
instructions to be saved and reused.
C. Comparison Operators used in Queries
1. Less than or equal to (<=)
2. Greater than or equal to (>=)
3. Not equal to (<>)
4. Less than (<)
5. Greater than (>)
6. Equal to (=)
D. Conditional Operators
1. And – reduces the number of records because both conditions
must be met.
2. Or – increases the number of records because one or the other
condition must be met.

6411 – Computer Applications I Summer 2008, Version 2 Unit B – 5.02 page 192

5.02 Notes Database Reports

II. Form. A form is a database object that is used to create a user-friendly format
for data entry and retrieval. Forms may include drop-down menus, instructions,
navigational controls, and graphics.
A. Advantages of Forms
1. Expedite the search and data entry processes
2. Easy to read and understand
3. Allow information to be censored
B. Common Elements of Forms
1. Graphics, such as lines, images, and shapes are stored in the
form’s design.
2. Data displayed on forms is derived from the fields in the underlying
table or query or may be added by the user.
3. Calculations are performed by properties that are set by a user
within the form’s design.
4. Controls define how data can be entered, viewed, or used in
calculations
5. Descriptive text can be added to a form for the purpose of
identifying fields and forms or adding captions or prompts.
6. Subforms are forms within and related to a main form through a
common field.
III. Report. A report is a database object used to organize, summarize, and print
some or all of the data from one or more database tables or queries. It is used to
present data in an attractive format with user selected fonts, colors, shading,
borders, graphics, and other enhancements.
A. Advantages of Reports
1. Reports can group data from multiple tables, use the data in
calculations, and add headings and other format enhancements to
clarify database information.
2. Reports can be saved and updated.
3. Reports can be printed in landscape or portrait orientation.


5.02 Notes Reports

B. Report Components
1. Report header – appears once at the beginning of a report and
usually contains items such as the company name, address, and
logo.
2. Page header – appears at the top of every page and usually
contains field names.
3. Group header – lists the field names in which the data is grouped
4. Detail section – contains the report details or content information;
required
5. Group footer – used to display sums, counts, or averages of
groups of data
6. Page footer – used to display page numbers and dates.


Q-F-R graphic organizer
Student Activity

Student Name Period Date


Student Activity


Q–F–R

A query is:

Advantages of a Query

1.

2.

3.

The difference between queries and filters:

Comparison Operators

Conditional Operators


Student Activity



Guided Practice: Query: B&B Database
Teacher Demonstration


GUIDED PRACTICE: QUERY: B & B DATABASE

Directions: In this activity, you will follow along with your teacher to query a database.
Using the B&B database and the HistoricInns table last edited in Objective 5.01, create and
name the following queries. Be certain that only the desired fields are shown in the results of the
query.

Instructions for Query 1:

1. Query for records that meet the following conditions and save it as Choice:
• Name of inn in ascending order
• Greater than 4 rooms available AND
• Located in the city AND
• Allows children.
Field Inn Rooms Children City

Sort Ascending

Criteria >4 =yes =yes
Record the steps for creating the query below:

2. Look at the bottom of the query in design view and notice that no filter has been applied.
This means that the query has extracted the data from the Historic Inns table and placed it
into the Choices query. As far as this query is concerned, the remaining data no longer
exists.




3. Save and close the query
4. Select the Historic Inns table and perform an advanced filter/sort using the following criteria
and sort order.

Field Inn Rooms Children City

Sort Ascending

Criteria >4 =yes =yes

Record the steps for creating the filter below:

5. Once the filter has been applied, are the results the same as the query?

6. What happens when you try to save the filter?

7. Look at the bottom of the filter and notice that the Filtered box is highlighted (or active).
This means that the filter has hidden the data from the Historic Inns table that does not
match the criteria. If you click on the filtered box to turn the filter off, the hidden records
will reappear.

8. In your own words, summarize the difference between a query and a filter.




Instructions for Query 2:

1. Query the Historic Inns and Location tables for the following information:
Historic Inns Table
• Name of inn in ascending order
• Less than 10 rooms available AND
• Located in the city (do not show this field) AND
• Allows pets
Location Table
• Street
• City
• State
• Zip
• Phone

Table Historic Inns Location

Field Inn Rooms City Pets Street City State Zip Phone

Sort Ascending

Criteria <10 =yes =yes

2. Save the query as Pets.

3. Describe the results.
a. What are the names of the Inns?

b. Which inns have the same number of rooms?

c. Which inns have the same zip code?


Teacher Key

GUIDED PRACTICE: QUERY: B & B DATABASE KEY
Query 1

Difference between query
and filter:
A query provides permanent
listing of only the information
requested whereas the filter
provides all information, but
simply hides fields that are not
requested. A filter is not
permanent. A filter can be
applied to a query.

Query 2

5. Once the filter has been applied, are the results the same as the query?............................Yes
6. What happens when you try to save the filter?.................................The whole table is saved
3a. Names of the inns:.....................................................Abbington, Biltmore, Blake, Carolina
3b. Inns with the same number of rooms......................................................Biltmore and Blake
3c. Inns with the same zip code............................................................Abbington and Carolina


Teacher Key


Independent Practice: Query: Pet Registry Database Student Activity


INDEPENDENT PRACTICE: QUERY: PET REGISTRY DATABASE

Directions: In this activity, you will work independently to query a database. Using the Pet
Registry database last edited in Objective 5.01, create and name the queries listed below. Be
certain that only the desired fields are shown in the results of the query. Save and submit your
work according to teacher instructions.

Query 1:
1. Query the PetRoster table for the sort order and criteria listed below. Save the query as
LargeBreed and answer the questions that follow.
• Pedigree in ascending order AND
• Adoption date after 3/29/2009 AND
• Weight greater than 70 lbs.

Field Pedigree Adoption Date Weight

Sort Ascending

Criteria >3/29/2009 >70

2. Perform an advanced filter on the query for large breeds weighing more than 100 lbs.
Questions for Query 1

1. How many records resulted from the query?

2. How many breeds?

3. What is the latest date of adoption?

4. How many records resulted from the filter?

5. What is the effect of filtering a query?


Independent Practice: Query: Pet Registry Database Student Activity


Query 2:
1. Query the PetRoster and PetOwners tables for the sort order and criteria listed
below.
• Pedigrees equaling Doberman Pinscher, Mastif, or Rottweiler in ascending order
• Owner Name
• Owner Street
• Owner City
• Owner State
• Owner Zip
Table Pet Roster Pet Owners

Field Pedigree Owner Owner Owner Owner Owner Zip
Name Street City State

Sort Ascending Ascending

Criteria =Doberman
Pinscher

OR Mastif

Rottweiler

2. Save the query as Power Breeds and answer the following questions.

Questions for Query 2


2. How many of each breed?


Independent Practice: Query: Pet Registry Database Teacher Key

INDEPENDENT PRACTICE: QUERY: PET REGISTRY DATABASE KEY

Query 1
• 14
2. How many breeds?
• 14
3. What is the latest date of adoption?
• 12/25/2009
4. How many records resulted from the filter?
• 8
5. What is the effect of filtering a query?
• It further refines the data.

Query 2
1. How many records resulted from the query?........................................................3
2. How many of each breed?.....................................................................................1


Student Activity


Q–F–R
A form is:

Uses:

Advantages of a Form:

1.

2.

3.

4.

Common Elements of Forms:


Student Activity



Guided Practice: Forms


GUIDED PRACTICE: FORMS

Directions: For this activity, you will follow along with your teacher to take notes
and create a form.

1. Design an address book database using the fields and field types listed. Name
the database AddressBook and the table Contacts. Once you have created
the database, save and close. You will add records to the table after a form has
been created.

Data
Field Name Properties
Type
Last Text 15
First Text 10
Street Text 25
City Text 20
State Text 3
ZIP Text 10
Home Phone Text Use Input Mask to format phone number
Work Phone Text Use Input Mask to format phone number
Cell Phone Text Use Input Mask to format phone number
Birthday Date Short Date
Anniversary Date Short Date
Business Text 50
Contact Type Text Look Up Field (friend, family, business)

Notes:



2. Create a form and save it as Contacts or according to teacher directions.
Notes:

3. Enhance the form’s design by including some of the following modifications:
a. Arrange the fields into a design that is both attractive and allows for easy data
input
b. Change the background color
c. Add a graphic
d. Format the labels by changing font color/size
e. Add a header label indicating the address book owner’s name
Notes:



Note the example forms demonstrating font style changes, header added, background
color change, and rearranged fields.



4. Enter data into the address book using the form. In addition to the contacts
listed in the table, add five personal entries for a total of 15 records in the
database.
Home/Work/Cell Birthday Business Type of
Name and Address
Phones Anniversary (if any) Contact
Ronnie Caldwell
H-828-555-1232
6019 Sand Hill Road B-Feb. 19, 1987 Friend
C-828-555-2321
Hot Springs, NC 28743
John Bond
437 Nathan Drive W-828-555-2574 Bond’s Used Busines
Beech Mountain, NC C-828-555-1122 Cars s
28604
Dee Dee Trilling H-678-555-8858 Williams and
B-June 3, 1981
56 College Street C-678-555-3312 Willis Family
A-July 1, 2005 Company
Atlanta, GA 30301 W-678-555-2577
Edward Jones H-919-555-2264 B-Nov. 22,
56 Central Avenue 1960 Computer
C-919-555-4622 Family
Durham, NC 27722 A-June 15, Controls
W-919-555-9992 1988
Sandra English
C-903-555-3124 Acme Web Busines
13245 Cowboys Lane
W-903-555-4213 Designers s
Dallas, TX 75222
Lynn Keith H-828-555-1414 Carolina
B-March 3,
29 North Market Street C-828-555-6379 Tractor Friend
1990
Asheville, NC 28801 W-828-555-2507 Company
Melinda Owens
226 Hazel H-865-555-9651 B-May 23, 1995 Family
Knoxville, TN 37902
Keith Black H-803-555-9611
Bilt-Rite Busines
44 Columbia Road C-803-555-1217
Buildings s
Camden, SC 29020 W-803-555-3627
Brenda Fisher
C-704-555-3212 Carolina Fine Busines
19 Orchard Circle
W-704-555-2020 Furnishings s
Charlotte, NC 28212
Wayne Anderson H-919-555-1976
B-Dec. 2, 1988
1056 Bailey Street C-919-555-6565 Ace Hardware Friend
A-Jan. 1, 2005
Raleigh, NC 27634 W-919-555-4185

Notes:



5. Sort the forms in ascending order by name (last, first). Print the data table.
6. Find the record for Wayne Anderson and change the cell phone number to
555-7256. Print this individual form.

Notes:

7. Filter the records for Friends. Sort these records in ascending order and print the
last form.
Notes:

Teacher Key

GUIDED PRACTICE: FORMS KEY

Printed form for Wayne Anderson

Printed form of last Friend in sort Student answers will vary.

Independent Practice: Forms
Student Activity


INDEPENDENT PRACTICE: FORMS

Directions: In this activity, you will work independently to create a database form
and add entries.

1. Open the Customers table from the United Grocers database that has been sent to
you electronically by your teacher.
2. Save the database to your files.
3. Create a form using all fields in the customers table
4. Set the Store ID as the primary key
5. Make any design changes you wish, but make sure all data is aligned to the left
6. Save the form as Customers
7. Add the following records using the form just created and then save and submit
according to teacher directions

Independent Practice: Forms
Teacher Key

INDEPENDENT PRACTICE: FORMS KEY

In this activity, you will work independently to create a database form and add entries

Guided Practice: Add Subforms


GUIDED PRACTICE: ADD SUBFORMS

Directions: The goal of this activity is to add a subform to the Customers form created
in the previous activity. You will follow along with your teacher and the Forms and
Subforms PowerPoint to complete this activity.
1. Open the United Grocers database that has been sent to you electronically by
your teacher and save it to your files
2. The United Grocers database should contain four tables (Slide 2):
a. Purchase Orders
b. Orders
c. Customers
d. Grocery Products
3. Before the subform is created, it must be planned. What information is desired?
What information is required in order to extract the desired information?
4. Queries are an easy way to extract data for use in subforms.
5. View Slide 3 to understand the building blocks of the query and how each table is
dependent upon and related to its neighbor.
6. View Slides 4 and 5 to understand why certain fields are required in the query.
7. One additional field must be included in the query so that the subform will
communicate with the main form. View Slide 6.
8. Create a query using the tables and fields below and save the query as

Table Customers Orders Purchase Orders Grocery Products

Field Store ID Store Order Order Order Quantity ISBN ISBN Unit Product
ID No Date No. Price
Customers Query
9. View the query results on Slide 7
10. Open the Customers form in design view (Slide 8)
11. Insert a subform to the right of the customer data
12. Select the option to use existing queries and select the Customers Query
13. Include the following fields from the query:
a. Customers_Store ID
b. Orders_Order No

Guided Practice: Add Subforms


c. Order date
d. Purchase Orders_ISBN
e. Quantity
f. Unit Price
g. Product
14. Select the option to show customers query for each record in customers using
store ID
15. View Slide 9 for a graphic of the subform in design view
16. Open the properties menu on the subform and set the default view for the subform
to single form (Slide 10)
17. View the form and verify that the subforms are consistent with the main forms
(Slide 11)
a. Record 1 of the main form is for Harris Teeter, Store ID 410432
b. Record 1 of the subform is for the same store, Order No 1
c. Record 2 of the subform is for the same store, Order No 3
18. View Slide 12 to see the subform and main form for a different store

Independent Practice: Add Subforms
Student Activity


INDEPENDENT PRACTICE: ADD SUBFORMS
Directions: In this activity, you will work independently to add a subform. The
subform will be the result of a query created from the two tables you will create below.
1. Create a new database and name it Hair
2. Create a table and enter the records below. Save the table as Prices and set the
ID field as the primary key.

3. Create another table and enter the records below.
a. Save the table as Orders.
b. Use the PO# field as the primary key and use AutoNumber.
c. Use the lookup property to retrieve the products from the Prices table and
enter them in the Product field.

Notes:

Student Activity


4. Create a query named Orders and include the following fields:
a. Orders table:
i. PO #
ii. Customer
iii. Quantity
iv. Product
b. Prices table: Include only the Prices field
5. Establish the relationships indicated in the graphic below:

6. Create a main form from the Orders table that includes only the Customer field.
7. Create a subform using the Orders query that includes all fields.
a. Adjust the size of the subform to fit attractively within the main form.
b. Set the view property to continuous forms.
8. Describe the process used to complete this activity.

9. Save and submit your work according to teacher directions.

Student Activity


Teacher Key

INDEPENDENT PRACTICE: ADD SUBFORMS KEY

Student Activity


Q–F–R

A database report is

Common Uses:

Advantages:

Report Components

Header Section

Report header

Page header

Group header

Detail section

Footer Section

Page footer

Group footer

Student Activity


Identify the Parts of the Report

1
1. 2

2.
3
3.

4.

4
5.

5

6.
6

Guided Practice: Reports


GUIDED PRACTICE: REPORTS

In this activity, you will follow along with your teacher to prepare mailing labels and a
report from the United Grocers database.

Labels
1. Select the option to create labels
2. Select the Customers database table
3. Select Avery, product number 5160
4. Select font size and weight (12 pt, Normal)
5. Select all fields from the Customers Table except Manage and Phone and align
them on the prototype label

6. Sort by the Store Name
7. Save the labels as Customer Labels and view

Report
1. Create a report using the following fields from the Products table
a. ISBN
b. Product
c. Category
d. Unit Price
e. Quantity per Unit
2. Select the option to group the data by category and to sort the data in ascending
order by product name
3. Grab and move the Unit Price column in front of the ISBN column
4. Make any enhancements to the report
5. Save

Teacher Key

GUIDED PRACTICE: REPORTS KEY
For a clear view of this document, view the report in the United Grocers Database

Teacher Key

Independent Practice: Reports
Student Activity


INDEPENDENT PRACTICE: REPORTS
Directions: In this activity, you will work independently to create two reports. Once
you have created the report, add enhancements that make the form attractive and user-
friendly.
You will need the Pet Registry database to complete this report.
The Moore County Animal Shelter wants to view a report of all adoptions in the
database to analyze the data and determine when and what kind of dogs are most often
adopted.
1. Create a query saved as Report Query that is sorted according to the following
criteria:
a. PetOwners table
i. Owner ID
ii. Name
iii. Street
iv. City
v. State
vi. Zip
b. Pet Roster table
i. Pedigree
ii. Adoption Date
2. Create a report using all of the fields in the query.
a. The report should be grouped by Pet Roster first and Adoption Date second.
b. Sort the data by adoption date and sorted by Pedigree and Owner Name,
both in ascending order.
c. Format the report to print in landscape view.
d. Key Adoption Trends as the header of the report and save it by the same.

Independent Practice: Reports
Teacher Key

INDEPENDENT PRACTICE: REPORTS KEY
For a clear view of this data, view the report in the Pet Registry Database

5.02 Notes Student

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