"Day Trip Database"
In Task 2, you began
creating your database. You have done a great deal of hard
work to research, plan and setup the database. If you closed
your work before, load Access again and load your word using "Open
an existing file". We are now going to enter the data.
1. Your database
window will appear. So far, we have only defined our fields -
setting up our database. We have used the Design View
for this. When we enter actual data, as we are about to, you
will use the Datasheet View.
2. Click on "Table1"
(or the name you saved your table as). Your table will now
appear in a different format, now ready to enter your data.
You should be able to see all the different field names that you
entered in Task 2:
3. Access will
automatically create the TripNo field, but you need to fill in the
other fields. If you want to make a column wider, just drag
the column headers (field names) as you have already done in Excel.
You might also like to maximise your table so you can see as much as
4. Type in the rest of
your data. Remember to save your work regularly. To move
quickly between each field you can press the Tab key. This
will obviously take you some time, but your preparation work has
made the task much easier.
5. Once you have
entered your data, you can see how useful the database is.
Close Table 1 so you can just see your database window. As you
learned in task 2, this is where you can select all the different
objects. This is where you can edit, manipulate and sort your
6. When entering data,
mistakes can occur - you are only human! To check data you can
set up validation rules. This is basically where you
set boundaries for your data - such as the cost has to be between £0
and £25 or the travel time must be under four hours (remember it is
a day trip!).
7. From the database
window, make sure "Table1" is selected. Press "Design".
This will open our database in Design View again. Click
on the "Name" field name. Underneath the data, you will see a
General tab. There are two rows named "Validation Rule" and
"Validation Text". These are to be used for our validation.
8. Think about which
fields we need to set rules for. There is no point setting
rules for fields which just contain text as Access cannot check
them. Click on your EntranceCost fieldname. Enter the
text as shown below:
Try to create your own
rules for Distance, TravelTime and TravelCost. If you need
help setting up the rules you can click on the button to the right
of the rules (circled above). Save your work when you have
6. To find out
information, you need to query the database. This is
where you ask the database a question such as "Which trips cost less
than £10 to go in?" or "Which trips take less that two hours to get
to". With a database, you can ask long and complex questions
which would be far too difficult for a human being to answer
quickly. Also remember we have just created a small database.
A travel company might have a similar database with many thousands
7. Making queries is
the whole basis of using a database - this is why we have carefully
planned and added data, even setting up checks to see if the data
has been correctly entered. From the database window, select
the "Queries" tab and then click on "Create query using wizard".
8. You now need to
work through the next screen on your own! This is where you
set up the questions that you would like to ask and set the data you
want to display. What would be the problem if you just
selected the options shown below? [Clue: What information is going
to be displayed?]
Work through the rest
of the options and then give your query a name - such as "FirstTry"
and Click on Finish.
9. This query is now
saved. If you entered a thousand more places you could visit
(don't worry, you aren't going to!), the same query could be used.
This was a simple query as we have just asked a simple question -
show the entrance costs, the distances and so on.
10. Multiple Criteria
queries are the most helpful. This is where you can set up
complex questions. Imagine how tricky a question could get -
"I would like a trip that has an entrance fee of less than £10,
takes between 0 and 2 hours, but is at least 26 miles away and won't
cost any more than £10 per person for the coach".
11. From your database
window, select "Query" again, but this time select "New".
Select "Design View" and press "OK". In the next window, add
"Table1" and click on "Close". Work through the Query grid and
enter the data as below. You can select fieldnames from the
drop down box that appears in the cells.