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Lesson Three Database

Chapter Seven focuses on Database Management Systems, detailing key concepts such as forms, reports, and the creation of databases. It provides step-by-step procedures for creating forms and reports using MS Access, including the use of Object Linking and Embedding (OLE) for multimedia integration. The chapter concludes with a review exercise that requires the creation of a database table and various queries based on student data.

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5 views4 pages

Lesson Three Database

Chapter Seven focuses on Database Management Systems, detailing key concepts such as forms, reports, and the creation of databases. It provides step-by-step procedures for creating forms and reports using MS Access, including the use of Object Linking and Embedding (OLE) for multimedia integration. The chapter concludes with a review exercise that requires the creation of a database table and various queries based on student data.

Uploaded by

Vokez Hitch
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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CHAPTER SEVEN

E-learning
Department of Information Technology
Tutor: Mr. Kevin Osanya (0713665783
LESSON THREE

CHAPTER SEVEN

DATABASE MANAGEMENT SYSTEMS

At the end of the chapter the learner shall be able to;


• Explain the different database terms
• Open and use an existing database
• Design and create a simple database
• Save database objects with appropriate names
• Create simple queries
• Design input forms
• Design output reports

7.6 FORMS

Working with forms


A form is basically a way of displaying data, record by record. It is the most
convenient object in which a non-experienced user of Access can enter records.
Any record entered using a form is automatically entered into the table. In forms,
you can edit, sort, filter, add/delete records etc.

To create a form using wizard


In the create tab select form. A new form will be created for the user. Click on
close to save the form. Double click on the saved form in order to open it. You
can now enter new records using the form.

(Object linking and Embedding)


O.L.E: its an object such as the Ms- word document, MS –Excel spreadsheet,
graphics, sound or other binary data linked to or embedded in a MS-Access table.
Access allows you to accompany your database with graphical objects e.g.
you can have a customers photo as one of the items in his records. You can have
the picture of the products you have on sale etc.

Procedure

1) In the database window, click the tables tab then click new or use an
existing table.
2) Click design view then Ok
3) Designate one of the field for the O.L.E. The field name could be photo,
picture etc. For its data type, select O.L.E. objects.
4) Close the table and save the changes.
5) Open the table.
6) Right click the O.L.E fields(s) then insert object.
7) From the object type list, select a category i.e. Microsoft clip gallery then
click Ok.
8) Select a clip then click insert.

NB/ The object will always be seen whenever you open a form based on the table
or query that has the O.L.E field.

7.7 REPORTS
Reports are used to analyze data or present it in a certain way in print. A report
could be that which groups data and calculates totals and another different data
formatted for printing mailing tables.

To create A Report using Wizard


You can create a report on your own or you can have Ms-Access create one for
you .The wizard speeds up the process since it does all the basic work for you. A
wizard promotes you for information and creates a report based on your answers.
You can also customize a table in design vie\w.

Procedures

1) In the design tab click on report design.


2) Click the table or the query that contains the data you want to base your
report on.
3) Click Ok.
4) Follow the directions in the wizard dialog boxes.
7.8 Chapter Review Exercise
Prepare a database table and assign appropriate data types to hold the following data
and define a primary key
Name Course DATE OF SEX FEES(Kshs.)
BITH
Kilonzo David Muthami B. Ed 31/01/92 Male 54,000
Mumbi Irene Wangui M. Ed 06/10/87 Female 60,000
Mwangi Muriithi M. Ed 21/06/93 Male 54,000
Simon Kinyanjui BBIT 16/09/97 Male 62,000
Muuki Agneta Kalekye B. Ed 19/04/93 Female 60,000
Wang'ombe Grace BBIT 17/01/88 Female 54,000
Kiramana Paul M. Ed 25/04/90 Male 19,000
Gatwiri Everlyn B. Ed 11/11/92 Female 60,000
Ruth Wangeci BBIT 31/01/92 Female 16,000
Harrison Mundia B. Ed 2/01/89 Male 22,000
Musyoka Ruth B. Ed 31/01/92 Female 36,000
Mwenda Sylivia BBIT 19/08/94 Female 41,000
Reuben Gichana M. Ed 11/05/92 Male 56,000
Mutio Mary Mwikali B. Ed 31/12/91 Female 60,000
Karanja Kelvin BBM 26/11/92 Male 60,000

Required
1. Create a data entry form in design view and apply your own design in the
form
2. Enter the above records using the form above
3. The semesters fees is 60,000 Kshs. Produce a list of students who have
cleared the fees
4. Produce a list of Female students taking a course in education
5. Produce a list of students who were born before the year 1990
6. Product a report that will show the current students grouping them by
their respective courses
7. Prepare a report showing a list of students who have cleared their fees 8.
Prepare a macro that will open no 3 above and open the report on 7 above.

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