New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

Sandra Coates Skating Club

CREATING TABLES, QUERIES, FORMS, AND REPORTS IN A DATABASE

GETTING STARTED
 Open the file NP_AC16_CS1-4a_FirstLastName_1.accdb, available for
download from the SAM website.

 Save the file as NP_AC16_CS1-4a_FirstLastName_2.accdb by changing the

“1” to a “2”.

o If you do not see the .accdb file extension in the Save As dialog box, do
not type it. The program will add the file extension for you automatically.

 To complete this Project, you will also need to download and save the following
support files from the SAM website:

o Support_NP_AC16_CS1-4a_Athletes.xlsx
o Support_NP_AC16_CS1-4a_SCSC.accdb
o Support_NP_AC16_CS1-4a_Locations.txt
o Support_NP_AC16_CS1-4a_Levels.txt
 Open the _GradingInfoTable table and ensure that your first and last name is
displayed as the first record in the table. If the table does not contain your
name, delete the file and download a new copy from the SAM website.

PROJECT STEPS
1. Sandra Coates Skating Club (SCSC) is committed to the development of skaters
of all ages. It manages athlete and coach data for skating athletes located at
various skating clubs throughout Pennsylvania. Sandra Coates is the founder and
general chairperson of SCSC, and she has just received approval from the board
of directors to replace SCSC’s manual system of managing data about athletes,
coaches, and locations with a database. She has asked you to help her create
objects in the database that she and other staff members can use to manage
data about athletes, coaches, and their locations.

Open the tblCoach table in Design View, and then make the following changes:

a. Move the LevelID field immediately after the CoachID field.

b. Delete the CertificationLevel field from the table. (Hint: If a warning
message appears asking if you want to permanently delete the field and
all the data it contains, click Yes.)
c. Save the table.
New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

2. Switch to Datasheet View, enter the records shown in Table 1 below into the
tblCoach table, and then close the table.

Table 1: New Records for the tblCoach Table

Coach Level Coach First Coach Last BGC Certification

ID ID Name Name Expiration Expiration
901900 BEG2 Angela Pearson 12/31/2020 12/31/2020
901901 BEG1 Nora Keller 12/31/2020 12/31/2020

3. Create a new table in Datasheet View. Save the table as tblAthlete, and then
make the following changes in Datasheet View:

a. Change the data type of the ID field to Short Text, and then change the
field name to AthleteID.
b. Add the following fields to the table in the order listed, and choose the
Short Text data type for each field: LocationID, FirstName,
LastName, Address, City, State, Zip, LevelID, and Gender.
c. Save the table.
4. Switch to Design View for the tblAthlete table, and then set the field properties
shown in Table 2 below.

Table 2: Field Properties for the tblAthlete Table

Field Name Data Type Description Field Size Other

AthleteID Short Text Primary key 5 Caption: Athlete ID
LocationID Short Text Foreign key 4 Caption: Location ID
FirstName Short Text 20 Caption: First Name
LastName Short Text 30 Caption: Last Name
Address Short Text 35
City Short Text 35
State Short Text 2 Default Value: PA
Zip Short Text 10
LevelID Short Text Foreign key 4 Caption: Level ID
Gender Short Text M, F 1

5. Add a new field to the tblAthlete table, immediately after the Zip field. Use the
field name BirthDate, the Date/Time data type, the Short Date format, and
the caption Birth Date.

6. Move the LevelID field so that it is located immediately after the AthleteID field.
Save and close the table.
New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

7. Much of the data that Sandra needs in the database is currently stored in other
formats and locations, so you need to import it into the database. Use the Import
Spreadsheet Wizard to add data to the tblAthlete table from an Excel spreadsheet
as follows:

a. Specify the file Support_NP_AC16_CS1-4a_Athletes.xlsx, available

for download from the SAM website, as the source of the data.
b. Select the option to append a copy of the records to the tblAthlete
table.
c. In the Import Spreadsheet Wizard dialog boxes, choose the Athlete
worksheet, and then import to the tblAthlete table. Do not save the import
steps.
8. Import the structure of the tblLocation table in the database
Support_NP_AC16_CS1-4a_SCSC.accdb, available for download from the
SAM website, into the current database. Do not save the import steps.

9. Open the tblLocation table in Design View, and then update the field properties
shown in Table 3 below. Set the LocationID field as the Primary Key, then save
and close the tblLocation table.

Table 3: Field Properties for the tblLocation Table

Field Name Data Type Description Field Size Other

LocationID Short Text Primary key 4 Caption:
Location ID
LocationName Short Text 50 Caption:
Location Name

10. Sandra exported her existing location data to a text file, and she asks you to add
this data to the tblLocation table. Import the data as instructed below:

a. Specify the file Support_NP_AC16_CS1-4a_Locations.txt, available

for download from the SAM website, as the source of the data.
b. Select the option to append a copy of the records to the tblLocation
table.
c. In the Import Text Wizard dialog boxes, choose the options to import
delimited data, to use a comma delimiter, and to import the data
into the tblLocation table. Do not save the import steps.
d. Open the tblLocation table in Datasheet View, and then resize the columns
to best fit the data they contain.
e. Save and close the tblLocation table.
11. Create a new table in Design View, and then set the field properties shown in
Table 4 on the following page. The LevelID field should be the primary key for the
table. Save the table with the name tblLevel, and then close the table.
New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

Table 4: Field Properties for the tblLevel Table

Field Name Data Type Description Field Other

Size
LevelID Short Primary 4 Caption: Level ID
Text key
LevelName Short 30 Caption: Level Name
Text
MonthlyFee Currency Caption: Monthly Fee
Decimal Places: 0
RegistrationFe Currency Caption: Registration Fee
e Decimal Places: 0

12. Sandra exported her levels data to a text file, and she asks you to add this data
to the tblLevel table. Import the data as instructed below:

a. Specify the file Support_NP_AC16_CS1-4a_Levels.txt, available for

download from the SAM website, as the source of the data.
b. Select the option to append a copy of the records to the tblLevel table.
c. In the Import Text Wizard dialog boxes, choose the options to import
delimited data, to use a comma delimiter, and to import the data
into the tblLevel table. Do not save the import steps.
d. Open the tblLevel table in Datasheet View, and then resize the columns to
best fit the data they contain.
e. Save and close the tblLevel table.
13. Add the tblCoach, tblLevel, tblAthlete, and tblLocation tables, in that order, to the
Relationships window. Resize the field list for the tblAthlete table so all fields are
visible. Create the relationships in the database as instructed below:

a. Define a one-to-many relationship between the primary tblLevel table and

the related tblCoach table using the LevelID field. Choose the options to
enforce referential integrity and to cascade update related fields.
b. Define a one-to-many relationship between the primary tblLevel table and
the related tblAthlete table using the LevelID field. Choose the options to
enforce referential integrity and to cascade update related fields.
New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

c. Define a one-to-many relationship between the primary tblLocation table

and the related tblAthlete table using the LocationID field. Choose the
options to enforce referential integrity and to cascade update
related fields. Figure 1 below shows the completed Relationships
window. Save and close the Relationships window.

Figure 1: Relationships Window

d.

14. Sandra needs to be able to find information on athletes that qualify for the
children’s classes, so you decide to create a query to allow her to quickly locate
athletes born during or after 2011. Use the Simple Query Wizard to create a
query based on the tblAthlete table. Include all fields in the query, and
use qryAthletesBorn2011AndYounger as the title. Make the following
changes to the query:

a. Add criteria to the BirthDate field to select records for athletes who were
born on or after 1/1/2011.
b. Sort the records in ascending order by LastName.
c. Hide the State field so that it does not appear in the query results. (Hint:
Make sure to hide this field in Design View, not in Datasheet View.)
d. Save and run the query, and then close it.
15. Create a new query in Design View that is based on the tblLevel and tblAthlete
tables. Add the LevelName field from the tblLevel table to the query design. Add
the FirstName, LastName, BirthDate, and Gender fields, in that order, from the
tblAthlete table to the query design. Save the query with the name
qryLevelsAndAthletes, run the query, and then complete the following tasks in
Datasheet View:

a. Sort the records by BirthDate, so the oldest athletes are listed first.
b. Use Filter By Selection to select only those athletes who skate for the
Collegiate level (Hint: Use the Equals “Collegiate” option.) Save and
close the query.
16. Create a new query in Design View that is based on the tblCoach and tblLevel
tables. Add the LevelName field from the tblLevel table to the query design. Add
New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

the CoachFirst, CoachLast, BGCExp, and CertificationExp fields, in that order,

from the tblCoach table. Use qryCoachBGCExpirations to save query. Add
criteria to the BGCExp field to select records with BGCExp dates that occur on or
before 12/31/2019. Save and run the query, and then close it.

17. In the Navigation Pane, copy the qryCoachBGCExpirations query, rename the
copied query qryCoach2019CertificationExpirations, and then add criteria to
only select records with a BGCExp date that occurs on or before 12/31/2019
and that contains a CertificationExp date that occurs on or before
12/31/2019. (Hint: This query should only return records that meet both of the
query conditions. The criteria for the BGCExp date should already be present in
the copied query.) Save and run the query, and then close it.

18. In the Navigation Pane, copy the qryCoach2019CertificationExpirations query,

rename the copied query qryCoach2019BGCOrCertificationExpirations, and
then edit the criteria to only select records with a BGCExp date that occurs on or
before 12/31/2019 or a record that contains a CertificationExp date that
occurs on or before 12/31/2019. (Hint: This query should return records that
meet one or more of the query conditions.) Save and run the query, and then
close it.

19. Create a new query in Design View that is based on the tblAthlete and tblLevel
tables. Add the LevelName field from the tblLevel table to the query design. Add
the FirstName and LastName fields from the tblAthlete table. Add the MonthlyFee
field from the tblLevel table. Save the query with the name
qryAnnualDuesByAthlete, run the query, and then complete the following
tasks:

a. In Design View, add a calculated field named AnnualDues to the query

design in the fifth column of the design grid that determines the total
annual cost of skating dues for each athlete. The expression should
multiply the monthly fee amount by 12 months. Set the Caption property
Annual Dues for the calculated field.
b. Save and run the query. Resize the Annual Dues column to best fit the
data it contains.
c. Add the Total row to the query datasheet, and then use a function to
calculate the average monthly fee and the total annual dues.
d. Save and close the query.
20. Use the Form Wizard to create a form based on the tblLevel table. Include all
fields in the form, use the Columnar layout, and name the form frmLevels.
Make the following changes to the form:

a. In Layout view, change the form title to Levels, and then change the font
color of the form title to Dark Blue (4th column, 1st row of the Standard
Colors palette).
b. Switch to Form view, and use the frmLevels form to enter a new record in
the tblLevel table with the Level ID TODD, the Level Name Toddler, a
Monthly Fee of $95, and a Registration Fee of $50. Save and close the
form.
21. Use the Form Wizard to create a form containing a main form and a subform by
following the instructions below:
New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

a. Select all fields from the tblLevel table for the main form.
b. Select the AthleteID, FirstName, and LastName fields from the tblAthlete
table.
c. Choose the option to view the data by tblLevel.
d. Select the Datasheet layout for the subform.
e. Specify the titles frmLevelsWithAthletes for the main form and
frmAthleteSubform for the subform.
f. Switch the form to Layout view and change the title in the main form to
Levels with Athletes, and then change the font color of the title to Dark
Blue (4th column, 1st row of the Standard Colors palette).
g. Resize the Athlete ID, First Name, and Last Name columns in the subform
to best fit the data they contain, or a width of at least 0.5” for each
column. Resize the width of the subform to approximately 3.5” as shown
in Figure 2 on the following page.
h. Use the navigation buttons to view each record in the main form, checking
to make sure that all data is displayed in the columns in the datasheet’s
subform. (Hint: The order of records in your subform may be different
than shown in Figure 2.) If necessary, resize the datasheet columns and
the subform to display the data so it is fully visible. When you are
finished, save and close the form.

Figure 2: frmLevelsWithAthletes Form

i.
New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

22. You decide that a report showing a list of all the athletes would be useful. Use the
Report Wizard to create a report based on the primary tblLevel table and the
related tblAthlete table, as instructed below:

a. Select the LevelName, MonthlyFee, and RegistrationFee fields from the

tblLevel table.
b. Select the LocationID, FirstName, LastName, BirthDate, and Gender fields
from the tblAthlete table.
c. View the data by tblLevel, and do not select any additional grouping levels
for the report.
d. Sort the records in ascending order by LocationID.
e. Select the Outline layout and Portrait orientation for the report.
f. Use rptAthleteListing as the report title.
23. Switch the report to Layout View, and change the report title for the
rptAthleteListing report to Athlete Listing (two words).

24. You decide to modify the layout of the rptAthleteListing report to make it easier
to read. With the report still open in Layout View, complete the following steps:

a. Resize the Level Name, Monthly Fee, and Registration Fee field labels by
using the mouse to drag their right edges, decreasing their widths so the
boxes are as wide as necessary to display their contents (approximately
1.25”).
b. Resize the LevelName, MonthlyFee and RegistrationFee field value controls
by using the mouse to drag their right edges, decreasing their widths so
the boxes are as wide as their contents (approximately 1.2”).
c. Right-align the contents of the LevelName, MonthlyFee, and
RegistrationFee field value controls.
25. With the rptAthleteListing report still open in Layout View, complete the following
steps:

a. Resize the LocationID field label and field value controls by dragging their
left edges with the mouse to make all the contents visible (they should be
approximately 0.8” wide).
b. Resize the Last Name field label and field value controls to approximately
1.5” wide by dragging their right edge with the mouse.
c. Move the Birth Date and Gender field labels and field value controls to the
left to decrease the amount of space between the columns. The left edge
of the Birth Date label and controls should be located at approximately
4.5”, and the left edge of the Gender label and controls should be located
at approximately 5.6”. (Hint: The location of a control’s left edge can be
viewed in the Property Sheet.)
d. Resize the control that contains the page number to approximately 1”
wide. Use an arrow key to move the page number control so its right edge
aligns with the right edge of the Gender control in the report.
Switch to Report View, and scroll through the report to confirm that all
values are visible. Save the report.
 New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

26. Switch the rptAthleteListing report to Layout view, and use conditional formatting
to format birth dates that are greater than or equal to 1/1/2008 in a bold,
Green font color (6th column, 7th row of the Standard Colors palette). Display the
report in Print Preview and confirm that it matches Figure 3 on the next page,
and then save and close the report. (Hint: The records may appear in a different
order in your report.)

Figure 3: rptAthleteListing Report

Save and close any open objects in your database. Compact and repair your database,
close it, and then exit Access. Follow the directions on the SAM website to submit
your completed project.