Rizal Technological University

Database Management System

Asynchronous Activity
Individual Task: Narrative1_Quiz1
Date range: Jan 26 – Feb 12, 2023

Narrative Report w/ the Database Application MS Access 2013

1) Select ten topics to discuss. Link for the Narrative
https://edu.gcfglobal.org/en/access2013/

Type your answers below

Topic 1 Introduction on databased

All of us are making some of our list in order to create or make a plan, this is
just like in database is a collection of information that specially stored digitally
or in a computer for us to easily locate the information that we need. Databases
allow their users to enter, access, and analyze their data quickly and easily.
They're such a useful tool that you see them all the time. Database is primarily a
collection of records stored in columns and you can establish tables in Excel?
While Excel excels at organizing and storing numbers, Access excels at having to
handle non-numerical data such as names and descriptions. Non-numerical data
is important among almost any file, and knowing how to sort as well as analyze
it is essential.

Topic 2 Introduction on databased

All of our data or the information that we get or encode is already

allocate in tables, which puts tables at the heart of any database.

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

You might already know that tables are organized into
vertical columns and horizontal rows. In Access, rows and columns
are referred to as records and fields. A field is more than just a
column; it’s a way of organizing information by the type of data it is.
Every piece of information within a field is of the same type. For
example, every entry in a field called First Name would be a name,
and every entry in field called Street Address would be an address.
Although tables contain the whole of your information, some other
three devices, queries, and reports—provide ways for you to interact
with it. Each of these items engages with the data that are stored in
the tables of your database.

Topic 3 Getting Started with Access

I can say that there is a similarity of access 2010 especially in the
upper side or what we called ribbon that I can easily understand
those features. Tabbed Ribbon system instead of traditional
menus. The Ribbon contains multiple tabs, each with
several groups of commands. You will use these tabs to perform the
most common tasks in Access. The Quick Access toolbar, located
above the Ribbon, lets you access common commands no matter
which tab you are on. By default, it shows the Save, Undo,
and Repeat commands. If you'd like, you can customize it by adding
additional commands. Backstage view gives you various options for

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

saving, opening, and printing your database. The Navigation pane is a
list containing every object in your database. For easier viewing, the
objects are organized into groups by type. You can open, rename,
and delete objects using the Navigation pane.

Topic 4 Managing Databases and Objects

This topic describes the different methods you can use to open
existing Access databases. You can open databases from Windows
Explorer or from within Access itself. You can open multiple databases
at once, and you can also create desktop shortcuts that open
database objects directly. In a single instance of Access, you can have
only one database open at a time. In other words, you cannot start
Access, open one database, and then open another database without
closing the first database. However, you can run multiple instances of
Access at the same time, each with a database open in it. Each time
you start Access, you open a new instance of it. For example, to have
two Access databases open at the same time, start Access and open
the first Access database, and then start a new instance of Access and
open the second database.

Topic 5 Working with Tables

All tables are made up of horizontal lines and vertical columns, with

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

small rectangles called cells at the intersections of the rows and
columns. Rows and columns are referred to as records and fields in
Access. A field is a way of organizing information by type. Think of
the field name as a question and every cell within that field as a
response to that question. A record is one unit of information. Every
cell on a given row is part of that row's record. Each record has its
own ID number. Within a table, each ID number is unique to its record
and refers to all of the information within that record. The ID number
for a record cannot be changed. Access is designed to save records
automatically. After you enter a record, you can either select a
different record or close the object, and Access will save the record.
However, in certain situations you may want to save a record
manually. For example, if you needed to edit an existing record, you
could save the record to ensure your changes are saved.

Topic 6 Working with Forms

Numerous of us fill out forms so frequently that we don't even notice

since we're asked to do so. Forms are popular because they benefit
both the person seeking information and the individual delivering it.
They are a method of requiring information in a specific format, so
the person to fill out the form knows exactly what data to include and
where to put it. This is just as true of forms in Access. When you enter
information into a form in Access, the data goes exactly where it's

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

supposed to go: into one or more related tables. While entering data
into simple tables is fairly straightforward, data entry becomes more
complicated as you start populating tables with records from
elsewhere in the database. For instance, the orders table in a bakery's
database might link to information on customers, products, and
prices drawn from related tables. For example, in the Orders Table
below the Customer ID field is linked to the Customers table .

Topic 7 Sorting and Filtering Records

When you sort records, you are arranging them logically, with similar
data grouped together. As a result, sorted data is frequently easier to
read and comprehend than unsorted data. Access sorts records by ID
number by default. However, there are numerous other ways to sort
records. For example, information in a bakery database could be
sorted in a variety of ways: You can sort both text and numbers in
two ways: in ascending order
and descending order. Ascending means going up, so an ascending
sort will arrange numbers from smallest to largest and text from A to
Z. Descending means going down, or largest to smallest for numbers
and Z to A for text. The default ID number sort that appears in your
tables is an ascending sort, which is why the lowest ID numbers

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

appear first

Topic 8 Designing a Simple Query

Queries are a method of searching for and gathering information

from one or more tables. A query is similar to asking a detailed
question of your database. When you create a query in Access, you
are defining specific search conditions to find the data you are looking
for. Queries are far more powerful than simple searches or filters for
finding data in a table. This is because queries can retrieve data from
multiple tables. For example, while you could use a search in the
customers table to find the name of one of your company's
customers or a filter in the orders table to see only orders placed
within the last week, neither would allow you to see both customers
and orders at the same time. You could, however, easily run a query
to find the name and phone number of every customer who has
made a purchase in the last week.

Topic 9 Designing a Multi-Table Query

Queries can be difficult to understand and build if you don't have a

good idea of what you're trying to find and how to find it. A one-table
query can be simple enough to make up as you go along, but to build
anything more powerful you'll need to plan the query in advance. The

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

final thing you need to consider when designing a query is the way
you link—or join—the tables you're working with. When you add two
tables to an Access query, this is what you'll see in the Object
Relationship pane: The line connecting the two tables is called
the join line. See how the join line is actually an arrow? This is
because it indicates the order in which the query looks at data from
the two tables. In the image above, the arrow is pointing
from left to right, which means the query will look at data in
the left table first, then look at only the data in the right table
that relates to the records it's already seen in the left table.Your
tables won't always be joined this way. Sometimes Access will join
them right to left. In either case, you might need to change the
direction of the join to make sure your query includes the correct
information. The join direction can affect which information your
query retrieves.

Topic 10 More Query Design Options

Access offers several options for making your queries work better for
you. In addition to modifying your query criteria and joins after you
build your queries, you can choose to sort and hide fields in your
query results. When you open an existing query in Access, it is
displayed in Datasheet view, meaning you will see your query results

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

in a table. To modify your query, you must enter Design view, the
view you used when creating it. There are two ways to switch to
Design view

A sort that includes more than one sorted field is called a multilevel
sort. A multilevel sort allows you to apply an initial sort, then further
organize data with additional sorts. For instance, if you had a table full
of customers and their addresses, you might choose to first sort the
records by city, then alphabetically by last name.

When more than one sort is included in a query, Access reads the
sorts from left to right. This means the leftmost sort will be applied
first. In the example below, customers will be sorted first by
the City where they live and then by the Zip Code within that city.

Quiz1. Answer the online Quiz. Insert your Screenshot in the table.
Link for the Quiz1 https://edu.gcfglobal.org/en/access2013/access-quiz/1/

PREPARED BY: ETHELYN C. VERDADERO JAN.23.2023

Sample
Answer
for the
Quiz.

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