BANJO A. REYES, RBP, MBA (cand.

IT 101 Year Level/Semester

Bachelor of Science in Accountancy/CABEIHM PB Year 2/First Semester

Course Description
The goal of this course is to present overview of IT Fundamentals and Tools used in business
environment. This includes computer terminology, hardware, software, operating systems and
information and application systems. This course will also explore business applications of
software, including spreadsheets, databases, presentation graphics, word processing and
business-oriented utilization of the internet.
 OBJECTIVES

1. Examine database concepts.

2. Explore MS Access Environment

3. Manage the data in a table.

4. Create form and report. Name

Job Title
5. Generate simple queries.

DATABASE CONCEPTS
A database is a collection of related information organized in a manner that provides for rapid
search a retrieval. A database management system (DBMS) is a software program that is
used to create, maintain and provide controlled access to data. A database and spreadsheet
are somewhat similar. Like spreadsheets, data base tables are composed of rows and
columns. Both programs enable you to organize, sort and calculate the data. A database
however, provides additional comprehensive functions for manipulating data. This lesson
introduces you to some of the basic features for entering, organizing and reporting data in
Microsoft Access, a powerful program that offers many features. As you continue learn and
use MS Access, you will have the building blocks you need for using this software for more
advanced applications.

Database Structure

A table is composed of columns and rows, referred to as fields and records in Access. The
image below shows a sample database table for customers of the Flower Store. The Flower
Store provides wholesale products to florists, so its customers are small flower shops.
Following is a description of the three table components identified in the above image:

The rows in the table are called records. Each record is a group of related fields, such as all
of the information regarding each member in a membership database or each customer in a
customer table.

The columns in the table are called fields. Each field contains a specific piece of information
within a record within a record. In the image, for example, the Phone Number field contains
the customer’s phone number.

The primary key, which is assigned to a field, uniquely identifies each record in a table. It
tells the database program how your records will be sorted, and it prevents duplicate entries.
In the image, the primary key is the Contact ID field.

When you start Access, the window you see is similar to other Microsoft Office applications in
several ways – it displays a title bar, the Ribbon and a status bar. Unlike Word, Excel and
Powerpoint, however, Access does not have a standard document view with the database.
Furthermore, many of the Ribbon buttons are unique to Access.

Using the data stored in the table, you can use Access to create the following objects: queries,
forms and reports. A query asks a question about the data stored in the table. The database
program searches for and retrieves information from a table or tables to answer the
questions. You use forms to enter data into a table a report to print selected data. All of these
objects – tables, forms, queries and reports – are stored in a single file, which is the database.

Consider This
What problems arise from individuals or companies failing to secure and maintain their
databases?
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 EXPLORE MS ACCESS ENVIRONMENT

Microsoft Access is a "relational" database application. Relational means we can link together
sets of data, we can relate the data. We can keep track of the patients, the doctors and when
the patients last saw their doctors, what happened at each visit and so on. Access allows us
to relate our data, without the repetition that may occur anywhere else. In an Access
database, we can create both of the datasets and link them

In Access the data is saved in Tables. As the data in the Tables change, the rest of the Access
database will reflect the newest information (i.e. the Queries, Forms and Reports). Queries
show the data in a Table format.

A Query can pull from multiple Tables and allow you to limit the records (rows) display by
using criteria and showing only the fields (columns) you want. We can find the phone number
for Jill Pail's Doctor, and provide Ken Edwards with a list of his patients.

Forms can be created to provide a "user‐friendly" side to your database. They are used to
view and enter your data in an interactive formatted structure. Forms are also used to make
menus and search windows that turn a simple data collection tool into a more interactive
user‐friendly application. Reports are created to print out your data in a formatted
structure. They allow you to group and organize your data. They can be used to create Form
letters and mailing labels. Access works beautifully with Word for mail merges, but the
Reports tool allows for the multi‐level summaries

Planning the Database The most important part of creating a relational database is
planning. This can be difficult when you are first learning to use Microsoft Access. Here are
some questions that may help:
1. Input ‐ What data do I already have for the database?
2. Output ‐ What information do I want to get out of the database?
3. Process ‐ What do I need to do to get there?

Basic Access Objects Access consists of four main database objects: Tables, Queries,
Forms, and Reports. Each object has at least two views, Design and "Data". The Design
View is where we build the structure of that database object. The data view shows the output
of the data and is different for each object. Tables and Queries have a Datasheet View, Forms
have a Form View, and Reports have a Report View, or a Print Preview view. Each kind of
object has its own purpose.

Tables

Tables store data. The Tables are the true 'database' (base of data). These need to be
created and properly linked (related) in order to effectively use the other Access tools. Tables
are the core of your database, everything else in Access depends on the Tables.
The Design View of a Table allows you to create and modify: ‐

-Field Names (the column headings)

‐ The type of data stored in a field (Data Type).

‐ Descriptions, which will be displayed in the status bar in the Data view of Forms
‐ And the Properties of each field, such as how many characters can be entered (text field
size),or how the data is formatted (05/05/15 or May 5, 2015).
The Datasheet View of a Table allows you to create and modify the data within a grid structure
based on the settings in the Design View.

Queries

Queries show a selection of data based on criteria (limitations) you provide. Queries can pull
from one or more related Tables and/or other Queries.

The Datasheet View of a Query looks like a Table. All data added or modified in a Query, will
be saved in the Table. The Design View is where the structure of the Query is created. This
is where we choose the record sources and fields, and set the sort order and criteria.
Forms

Most Forms display one record at a time, in a formatted user‐friendly environment. You can
build your Form so it will display multiple records. As you develop Forms you can create
navigation buttons, insert graphics, and change the colors to display everything
consistently. Forms have three basic views: Design View, Layout View, and Form View. Your
record source can be a Table or Query.

If we want to *all* the patients use the Table; if we only want to see Dr. Edward's Patients,
use a Query.

The data entered or modified in a Form is automatically saved to the Table. The Table is the
true location of the data; the Form is a "pretty" way to view/modify/create the data

Reports

Reports are designed to create an organized output of data from your database. With a
Report, you can group and summarize information. You can't edit the data in a Report, but
if you make the modifications in the Table, Query, or Form you will see the results when you
open the Report again. Reports have four basic views: Report View, Print Preview, Layout
View, and Design View.
 Consider This
Can a database eliminate redundant data completely?
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 MANAGING DATA IN A TABLE

The Navigation Pane: 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.

To Minimize and Maximize the Navigation Pane: Click the

double arrow in the upper-right corner of the Navigation Pane
to minimize and maximize.

Sorting the Objects in the Navigation Pane: By default,

objects are sorted by type, with the tables in one group, the
forms in another, etc. However, you can change how the
objects are sorted. Click the drop-down arrow to the right of
the All Access Objects and click on a sort option from the list.
Creating a Database:

1. Start Access
2. Click on Blank desktop database

3. Under File Name type a name for the database

4. To change the location of where to store the database, click the folder icon and select a
location
5. Click Create

Access opens in a new table in Datasheet View.

Understanding Views: There are multiple ways to view a database object. The two views
for tables are Design View and Datasheet View.
 Design View is used to set the data types, insert or delete fields, and set the Primary Key
 Datasheet View is used to enter and view the data for the records

Switching Between Design View and Datasheet View: Click the View arrow on the
Home tab and click on either Datasheet View or Design View
Creating a Table:

A table is a collection of data about a specific topic, such as employee information, products
or customers. The first step in creating a table is entering the fields and data types. This can
be done in either Datasheet View or Design View but it is recommended to set up the table
in Design View.
To Create a Table in Design View:
1. Click on the Create tab
2. Click on Table
3. Switch over to Design View on the Home tab
4. If prompted to save the table, enter a name and click on OK
5. Type the field names and select the appropriate data type for each field
6. Continue until all fields are added Note: The order that you enter the field names is the
order the fields will appear in the table.

Setting a Primary Key:

The Primary Key is the unique identifier for each record in a table. Access will not allow
duplicate entries in a primary key field. When creating a new table, Access automatically
creates a field “ID” with the autonumber data type, and assigns this as the Primary Key.

To Set a Primary Key:

1. In Design View, position your cursor in the field you wish to set as the Primary Key
2. Click the Primary Key button on the toolbar
3. Save the table

Note: To turn off the Primary Key simply click on the Primary Key button again.
Input Masks:
An input mask is used to pre-format a field to “look/act” a certain way when a user
inputs data. Examples: Social Security Number input mask automatically inserts the
dashes; phone numbers automatically inserts the parentheses and dashes. The input
mask data can either be stored in the table or simply displayed and not stored.

To Create an Input Mask for a Field:

1. In Design View, click in a field for which you’d like to apply an input mask
2. In the Field Properties section at the bottom of the screen, click in the Input Mask
line and notice the Build button that appears at the right end of the line (see below):
3. Click the Build button to start the Input Mask Wizard (shown below).
4. Select the appropriate input mask
5. Click Next
6. Click Next for additional screens on which you can set options for the input mask
7. Click Finish on the last screen of the input mask wizard

To Save the Table:

1. Click the Save icon on the toolbar
2. Enter a name for the table if you haven’t done so already
3. Click OK

Entering Data in a Table:

1. In Datasheet View, start typing the data into the table by pressing the tab key to
move to the next cell
2. When you have completed the record (row), press Enter
3. You can also click on the New record icon on the Home tab in the Records group

Navigating in a Table:
Use the arrows at the bottom of the table to navigate among records.

Sorting Records in a Table:

1. Position your cursor in the field that you wish to sort by clicking on any record in
the table
2. Click either the Sort Ascending or Sort Descending icon on the Home tab in the
Sort & Filter group
 CREATE FORM AND REPORT
Creating a Form:
A form is a database object that is used to enter or display data in a database. To Create a
Form:
1. Open the table or query on which you are basing the form
2. Click on the Create tab
3. Click on Form in the Forms group

A form is created and opens in Layout View.

Sample Form

Reports:
Reports can be based on tables or queries. To Create a Report:
1. Open the table or query on which you are basing the report
2. Click on the Create tab
3. Click on Report in the Reports group

A report is created in Layout View.

Sample Report

Printing Reports:
To Print a Report:
1. Switch to Print Preview from View on the Design tab under Report Layout Tools
2. Click the Print icon
3. Click on OK
Different Views:
Print Preview – allows you see what the report would look like on a printed piece of paper
Report View – allows you to see the data without having to display it in
Print Preview Layout View – allows you make design changes while browsing your data
Design View - gives you a more detailed view of the structure of your report

QUERY

Queries: You use queries to view, change, and analyze data in different ways.
You can also use them as a source of records for forms and reports. To Create a Query:
1. Click on the Create tab
2. Click on Query Design in the Queries group
3. Select the table that you would like to base your query on
4. Click Add
5. Repeat steps 3 and 4 until all tables are added
6. Close the Show Table window

The table(s) will now be displayed in the upper part of the Query Design Screen by boxes
containing the tables’ fields

7. Double-click on the field names in the field list window which you would like to include in
the query

Sample Query
Defining Criteria in the Query: In order to control which records are displayed, you must
define criteria in a query. The most common type of query is the Select Records query which
will be discussed below.
To Define Criteria for Your Query:
1. Position your cursor in the criteria row in the field for which you wish to define the criteria
for
2. Type the criteria
Example: To find all Excel courses:
3. Position your cursor in the criteria row of the Course ID field
4. Type Excel (Access adds the quote marks to the criteria automatically when you tab to the
next column)

5. Click the Run Query button

To Save the Query:

1. Click the Save icon
2. Enter a name for the query
3. Click OK

CHAPTER SUMMARY
 A database is a collection of related information organized in a manner that provides
for rapid search a retrieval. A database management system (DBMS) is a software
program that is used to create, maintain and provide controlled access to data.
 Microsoft Access is a "relational" database application. Relational means we can link
together sets of data, we can relate the data.
 Basic Access Objects Access consists of four main database objects: Tables, Queries,
Forms, and Reports. Each object has at least two views, Design and "Data".
References

Computer Literacy BASICS 5th Edition, 5E. (2015). Dolores J. Wells. Cengage Learning.
Boston, Massachusetts, USA.

Using Information Technology 9th Edition (2015) Williams and Sawyer. MacGraw- Hill
Education

Access-Intro-2016.pdf (montclair.edu)
 Batangas State University
The National Engineering University
College of Accountancy, Business, Economics and International Hospitality Management
IT 101 IT Application Tools in Business

Name: _________________________ Date: _____________________

Program/Year/Section: ____________ Score: ____________________

Chapter Activity
Research Database

Students often use one or more research databases to locate information about
a particular topic. Research databases often can be accessed in a public or school library, through
a library’s website, or through the research database’s website.

1. Why might you want or need to use a research database?

2. Evaluate three research databases that you may need to use throughout your
academic career. Which one do you like the most? Why? Which one do you like the
least? Why?
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