CST121

Table validation

Queries and Data retrieval

Creating forms

Generating reports
 Validating data in MS Access
• Validation is used to tests incoming data to make sure that it is what is expected
or required in the (field) table.
• Validation rule control property
• If the data is not in the right format, the validation displays an error message.
• There are three types of validation:
• Field validation rule
• Record validation rule and
• Validation on a form.
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 Steps in Validating a Field
• Open the table in which to validate records.
• Click on the Fields tab, navigate to Field Validation Rule under Validation,
type in the rule and then click OK.
• Use the Expression Builder to create the rule.
• Example: Add two new fields (Age and Sex), making sure the following
validation rules are enforces for each field.
• Age should be greater than 15 or between 15 and 26
• The entry for sex must be “M” or “F” 3
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 Creating Relationships in Tables
• A Relationship describes the type of link between two tables as supported by a
specific join property.

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 Creating Relationships in Tables
• Click on Database tools

• Select “Relationships” option

• On the right pane, drag and drop each of the tables that is to be connect together into the
empty space

• Click and drag the studentID on the studentInfo table to meet with the ID on the grade
table

• On the Edit Relationship dialog box that appears, click on create then close. When prompt
to save changes, click on save changes. 7
 Relationship Types in Tables
• One-to-many: Implies that a record in one table is related to many records
in a second table.

• One-to-one: Implies that a record in one table is related to just one record
in the second table. e.g. one man married to only one wife.

• Many-to-many: Implies that many records in one table are related to many
records in the second table.

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 Creating Queries
•A query is a question that is asked about the data stored in a database.

•The Simple Query Wizard allows a user to select records and fields quickly.

•Queries can be created in two ways, these are:

➢ Query wizard
➢ Query design

• Query wizard is used to create simple queries

• Query design is used to create a new blank query in design view. 9

 Creating Query using query wizard
• Click on Create from the ribbon.
• select Query Wizard from the queries group .
• Select Simple Query from the queries dialog box and then OK.

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 Creating Query using query wizard (Cont.)
• Select the table that contains the field.
• On the Available Fields window select the fields, click on greater than (>) sign
• The fields appears on the Selected Fields click Next.

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 Creating Query using query wizard (Cont.)
• Choose level of details by selecting
“Details” or “Summary”
• click next.
• Enter the query title and click

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Creating Query using query wizard (Cont.)

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 Creating query using design
• Go to the Create tab and the click on the query design command

• On the dialog box, select the table to be queried, click “Add” and the “close”

• The selected table appears as a small window in the Object relationship pane,
having the list of all the field in the table.
• Double click on the fields to be queried.

• Each of the selected fields appears on the design grade below.

• The selected fields could be Sorted in any order

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 Creating Query using query design (Cont.)
• The criteria row is used to filter the records so that it will show only specific
students

• Click on the “Run” to view the result.

• Save the Query.

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 Creating a Query (Example)
• On the StudentInfo table, do the following:
• List the names and matric numbers of the students
• List the students showing the name, dept. and sex fields
• Show all the details except that of students more than 20 years of age
• Display only the male students
• Display only the female students
• Display only the girls in accounting

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 Creating a Form in MS Access
• A form is an object used to enter, edit, and view records in a database
• Forms can be designed, using the following:
• forms, use
• Form Wizard or
• use the Form tool to create a simple form with one mouse click

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 Creating Forms (Cont.)
• There are several ways of creating a form in an MS Access, lets consider creating
a form from an existing table.
• In the Navigation Pane, click the table or query that contains the data.
• On the Create tab, click Form.
• MS Access creates a form and displays it in Layout view.

• Design changes like adjusting the size of the text boxes to fit the data, can be
made if necessary.

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 Generating Report
• A report is used to pull data from a table or a query.
• Reports are the printouts of data from table, query or form.
• Tables and queries can be printed out, but the printouts will include grids lines.
• Forms can be printed, but forms usually print extra boxes and colours.
• Reports are used to turn data to information. .
• Any error noticed on a report, can be corrected via the table, query or form.
• A report is a formatted printout (screen display) of the contents of one or more
tables in a database. 21
 Generating Report (Cont.)
• The Report tool places all the fields from a selected table (query) on a report,
making it the quickest way to create a report

• Steps on how to generate a report:

• Open the Navigation pane.

• Click the table or query on which you want to base your report.

• Click on the Create tab from the ribbon.

• Click the Report button in the Reports group.

• Access creates a report and displays the report 22