JUNIOR HIGHSCHOOL DEPARTMENT

S.Y. 2021 - 2022

LEARNING MODULE IN COMPUTER 8

2nd Quarter -Module No. 1

WORKING WITH TABLES AND DATA

MS. CRIZEL U. CORPUZ

 PROGRAM
Outcome/s

All SPCEM Employable Graduates can:

PO1: Implement and maintain the basic technical, communication, interpersonal, and teamwork skills required
for stable employment and advancement in the modern workplace.

Subject Essential EPO3: Describe and explain the new abilities they have
Performance Outcome (EPO)
developed as the result of self-initiated learning experiences and
projects. (LPO1)

Applied Performance APC1: Contribute their time, heartfelt attention, abilities, and resources
Commitment (APC) in directly assisting those who live with little hope of improving their
lives and the community. (LPO5)

Learning Performance
Outcome

I am a mindful, self – directed LEARNER and ROLE

MODEL, consciously expressing my faith.
Intended Learning
Outcome (ILOs)

1. Describe, explain and perform the new abilities they have mindfully developed on the concept of
Working with Tables and Data in Microsoft Access as a result of self-initiated learning experiences and
projects.
 In this module, you will learn how to open tables, create and edit records, and modify the
appearance of your table to make it easier to view and work with.
While there are four types of database objects in Access, tables are arguably the most important. Even
when you're using forms, queries, and reports, you're still working with tables because that's where all of
your data is stored. Tables are at the heart of any database, so it's important to understand how to use them.

LESSON 1 – WORKING WITH TABLES AND DATA

EXPLORE
MOTIVATION
Directions: As a self-directed learner, mindfully determine whether the statement is True
or False.
Write true if the statement is correct and false if the statement is not correct.

_______________ 1. Tables organize data into columns which are called records and rows called fields.
_______________ 2. A table contains grids of rows and columns that include data about specific topic.
_______________ 3. Creating table from the Design View is the most detailed way to construct a table.
_______________ 4. Form allows you to see other records entered.
_______________ 5. The Redo button is used to reverse the command or action.
_______________ 6. The field property allows you to further customize a field.
_______________ 7. Sorting is a powerful process when applied to a large number of records.
_______________ 8. Data type tells Access what kind of information can be stored in the field.
_______________ 9. Creating a table from the Layout View is the easiest way to construct a table.
_______________ 10. There are two ways to save the data you have entered into the table.

FIRM UP

WHAT IS DATABASE TABLE?

All database objects rely on the existence of a database table. A table contains grids of rows and
columns that contain your data about a specific topic, such as name of products or name of persons. Tables are
organized data into columns (called fields) and rows (called records).

DESIGNING A TABLE

Before entering data in each of the sections in the table, you must first know the data you need
to enter in the fields.

NAME DESCRIPTION
Field Name You can place
 here a person’s name, address, phone, and
birthday.
Data Type Data type tells Access what kind of information
can be stored in the field. You can click the drop
– down arrow to choose the data type such as
Text, Memo, Number, Date/Time, Currency,
AutoNumber, Yes/No, OLE Object, Hyperlink
and Lookup Wizard.
Description The description explains the data in the field. It
will only appear in the status bar but not in the
table.

Creating a table from the Application Parts

This is the easy way to create a table.

1 Click Create Tab.

Click Applications Parts and a list of templates showing tables or combination of tables
2 and reports will show.

3 Select the table that you would like to use.

As an example, click Contact and the Navigation pane will show Tables, Queries, Forms and
4 Reports templates.

Delete the other objects which you will not use by right clicking the object and click Delete from
5
the context menu.

Rename the Contact by right clicking the object (table, query,

6 form and report) and on the context menu,
 click Rename and type the file name you would like to use. In this example, we will rename it as
Customers.

7 To open the Customer’s table, double click the object and the window will show the Customers’
tab containing the preset fields for your table.

You can use all of the fields or you can delete fields you will not use.
8

Application Parts
Create

Contacts
Templates
 Navigation Pane
Rename
Delete

SETTING THE FIELDS IN A TABLE

1 Click the Fields tab and click the Data Type.

Change the data type for each field that you will use. Select the Data Type: Text if you want text
2 and numbers on your table. Select Number if you want your data to be calculated. Select Hyperlink
for an email field. Select Memo if you want to enter notes.

3 To save the table, click the Save button from the Quick Access Toolbar and on the
Save dialog box type your file name.
 Fields Tab
Data Type Select Data Type

SAVING THE TABLE

You can save a table in many ways.

1 On the Quick Access Toolbar, click the Save button.

2 Right click on the Table tab and on the context menu, select Save

3 On the Save dialog box, type your table name.

4 Click OK.

Save Table Name

CLOSING THE TABLE

All the tables that you have opened will be displayed with their corresponding tabs. You have to close the table
when there are many open tables or when you are finished using the table. You also have to close a table before
performing a specific task such as renaming a table.

Table Tabs

Close

CREATING A TABLE FROM THE LAYOUT VIEW

This is the easiest way to construct a table.

1 Click Create tab.

Click Table , click the Fields tab, click More Fields.

2

On the list, you will see the Quick Start group, select Name and the window will display Last Name
3 and First name fields.

Table Create
 Quick Start Fields tab
More Fields
Name

Field Types

Click to Add
FIELD TYPES
ICON NAME FUNCTION
Short Text Allows you to add texts
Number/ Large Number Allows you to add numbers or
large numbers
Currency Allows
 you to add currency
Date & Time Allows you to add date & time

Yes/No Allows you to add more fields

with check boxes
Lookup and Relationship Allows you to create and view
lookup and relationships

Rich Text Allows you to format text

Long Text Allows you to add long text

Attachment Allows you to add attachment

Hyperlink Allows you to create hyperlink

CREATING A TABLE FROM THE DESIGN VIEW

This is the most detailed way to construct a table. In this method of creating a table, you will start from scratch.
Unlike the Layout View and Application Parts method wherein most of the fields are generated by Access, in
Design View, you can set up your table, reports, forms, etc. like entering the fields, selecting data type, and
typing the description of the fields you want to create.

1 Click Create tab and click Table Design .

2 On the window, type the Field Name that you want to use and press the tab key to go to the next cell.

3 Select the Data Type and press the tab key to go to the next cell.

4 On the Description, type your notes about the field you have created.

5 To save the table, click the Save button from the Quick Access Toolbar and on the Save Dialog Box
type your file name.
 Create tab Description
Table Design
Data Type Field Name

ENTERING A RECORD INTO A DATASHEET

You can enter records into a datasheet format or into a form. Just like in a spreadsheet, there are columns and
rows in the table and the intersection is called cell. After entering the records in the table, Access automatically
saves them. A datasheet allows you to see other records entered while a form will only allow you to see one
record at a time.

1 On the Navigation pane, double click the Inventory datasheet and the datasheet opens.

2 If there is already data in the table, click the New Record button.

3 Access will display the empty row showing New, go to the next cell by pressing the tab key and you
can type your data.
 4 You can also right click the gray box on the left of any record and on the context menu, select New
Record and a blank cell will appear where you can start typing your data.

New Record
Enter New Record
Datasheet View

ENTERING A RECORD INTO A FORM

You can enter a record into a form, allowing you to enter information for one record at a time.

If there is no form yet in the Navigation pane, on the Create tab, click Form and click the
1
Inventory datasheet.

2
A form will appear showing the existing data.

3 Click the New Record button and type your data into the form.
Form

Form

Enter new
record

SAVING THE DATA

There are many ways to save the data you have entered into the table or form.

1 Right click on the datasheet or table tab and on the context menu, click Save.

On the Home tab, go to the Records group and click Save.

2

On the File Menu, click Save, Save Object As or Save Database As.
3

On the Quick Access Toolbar, click the Save button.

4

DEEPEN
FRIENDS DIRECTORY
Directions: As a self-directed learner, using Microsoft Excel, Microsoft Access or Microsoft Word, create a
friend’s directory table that will contain the following: Name, Address, Age, Birthday and Contact Numbers of
your friends.

Name Address Age Birthday Contact

Numbers

TRANSFER
TABLES AND DATAS
Directions: As a mindful and self-directed learner, do the following:

1. Create a new table from the Application parts.

2. Rename the table into Customers.
3. Double – click on the table and enter the following fields:
a. Last Name
b. First Name
c. Middle Name
d. Address (Barangay/Municipality/Province)
e. Email Address
f. Contact Number
4. Change the appropriate data type of each field by clicking on the Field Tabs and click Data Type.
5. Enter data on each field. (Select the appropriate data type of each field.)
6. Save the table by clicking on the Save button on the Quick Access Toolbar or simply click on the File
Tab, click on Save and type the file name into Customers_LastnameFirstname.
7. Attached the screenshot of your output.

TABLES AND DATA