Project 11 – Access 2019 Skills Approach – Ch 1 Skill Review 1.1

In this project, you will review a database created for the Computer Science department of a local college. The school would like your assistance in using Access to keep track of which employees have borrowed items from the department. Become comfortable with the department’s database by completing the steps below.

Skills needed to complete this project:

• Introduction to Access (Skill 1.1)
• Working with Security Warnings (Skill 1.2)
• Backing Up a Database (Skill 1.16)
• Organizing Objects in the Navigation Pane (Skill 1.4)
• Switching between Database Object Views (Skill 1.5)
• Navigating Records (Skill 1.6)
• Creating a New Record in a Table and Entering Data (Skill 1.7)
• Finding and Replacing Data (Skill 1.12)
• Deleting Records (Skill 1.13)
• Adjusting Table Column Widths (Skill 1.9)
• Sorting Records in a Datasheet (Skill 1.8)
• Deleting and Renaming Database Objects (Skill 1.14)
• Creating a New Record in a Form and Entering Data (Skill 1.10)
• Understanding and Viewing Table Relationships (Skill 1.3)
• Using Compact and Repair (Skill 1.20)

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1. Open the AC2019-SkillReview-1-1 database.
2. If necessary, enable active content by clicking the Enable Content button in the Message Bar.
3. The file will be renamed automatically to include your name. Change the project file name if directed to do so by your instructor.
4. Use the Navigation Pane.
   1. By default, the Navigation Pane displays the Tables and Related Views All tables and related objects are visible.
   2. Click the top of the Navigation Pane and select the Object Type
   3. Observe that now all database objects are visible in the Navigation Pane, grouped by object type.
5. Open the Items table.
   1. In the Navigation Pane, double-click the table object named Items.
   2. Review the fields in this table: ItemID, ItemName, Description, Category, and Cost.
   3. If necessary, use the horizontal scroll bar to view all the fields.
6. Switch views for the Items table.
   1. Note the state of the View button (on the Home tab, in the Views group). When you are in Datasheet view, the Views button displays Design view.
   2. On the Home tab, in the Views group, click the View button.
   3. Observe that the View button has switched to Datasheet view to indicate that clicking the button will return you to Datasheet view.
   4. Review the field names in Design view.
   5. Go back to Datasheet view by clicking the View button again.
7. Navigate records in a table.
   1. Observe the record navigation buttons at the bottom of the table. Move your mouse over the different arrow buttons and observe the ScreenTips.
   2. Observe which record in the table becomes highlighted as you click the following record navigation buttons: Last record, First record, Next record, Previous record.
   3. Find the Current Record box, which indicates the current record number and the total number of records. Click to select the number in the Current Record Type the number 7 in this box and press Enter. The Current Record box should now display 7 of 21 and the seventh record in the table should be highlighted.
   4. Click in any record in the table. Use the following shortcut keys on your keyboard and observe which field/record becomes highlighted: Tab, ↑, ↓, ←, →. In addition, try holding Ctrl while pressing the ↑, or ↓.
8. Enter a new record in the Items table.
   1. Click the New (blank) record button at the bottom of the table.
   2. Enter the following record into your table, using Tab to move from one field to the next. When you reach the Category field, observe that it is a lookup field. Use the drop-down arrow to view and select from the available values.

1. Find the record with an item ID of GRA1 and edit the content.
   1. Type GRA1 in the Search box at the bottom of the table.
   2. Edit the content in the ItemName field to: Graphics Studio 14
2. Delete the UFD1 item record.
   1. Type UFD1 in the Search box at the bottom of the table.
   2. Click the record selector box at the left side of that row to highlight the entire record.
   3. On the Home tab, in the Records group, click the Delete button.
   4. Click Yes to verify that you want to delete the record.
3. AutoFit the width of the Description column so all the descriptions are visible by double-clicking the right border of the top of the Description column.
4. Sort the items in the table so they are sorted alphabetically by category and then by item name within each category.
   1. Click anywhere in the ItemName field.
   2. On the Home tab, in the Sort & Filter group, click the Ascending button.
   3. Click anywhere in the Category field.
   4. On the Home tab, in the Sort & Filter group, click the Ascending button.
   5. Save the table by clicking the Save button on the Quick Access Toolbar at the upper left corner of the Access window.
5. Close the Items table by clicking the X at the upper right corner of the table. Be careful not to close the Access database instead.
6. Rename the Items form.
   1. In the Navigation Pane, right-click the Items form and select Rename. Be careful not to rename the Items table.
   2. Type: Enter Items
   3. Press Enter.
7. Enter a new record in a form.
   1. In the Navigation Pane, double-click the form object named Enter Items.
   2. Observe the record navigation buttons at the bottom of the form and note that they are the same as those in the table.
   3. Click the New (blank) record button at the bottom of the form.
8. Enter the following record into your form, using Tab to move from one field to the next.

1. Find and edit the record with the item ID LAP1.
   1. On the Home tab, in the Find group, click the Find button.
   2. Type LAP1 in the Find What box.
   3. Click the Find Next button.
   4. Close the Find and Replace dialog by clicking the X in the upper right corner of the dialog.
   5. The form should now display the Laptop 1000 item.
   6. Click in the Cost field and change the value from $550 to $799.
2. Find and delete the record with the item ID PB03.
   1. On the Home tab, in the Find group, click the Find button.
   2. Type PB03 in the Find What box.
   3. Click the Find Next button.
   4. Close the Find and Replace dialog by clicking the X in the upper right corner of the dialog.
   5. The form should now display the Presentation Basics item.
   6. On the Home tab, in the Records group, click the Delete button arrow, and select Delete Record.
   7. Click Yes to verify that you want to delete the record.
3. Close the Enter Items form.
4. Open the Items table again.
   1. In the Navigation Pane, double-click the table object named Items.
   2. Observe that the TAB1 item record you entered in the form was added to the table. It should be listed as the eighth item in the table.
   3. Click the Last record button at the bottom of the table.
   4. Close the Items table.
5. Review the table relationships.
   1. On the Database Tools tab, in the Relationships group, click the Relationships button.
   2. Verify that all table relationships are shown. On the Design tab, in the Relationships group, click the All Relationships button.
      Verify that all table relationships are shown. On the Relationship Tools Design tab, in the Relationships group, click the All Relationships button.
   3. Save the changes to the relationship window layout by clicking the Save button on the Quick Access Toolbar.
   4. Close the Relationships window. On the Design tab, in the Relationships group, click the Close button.
      Close the Relationships window. On the Relationship Tools Design tab, in the Relationships group, click the Close button.
6. Use the Compact and Repair Databases command.
   1. Minimize the Access window and navigate to the folder where you saved this database. Observe the file size.
   2. Return to Access and click the File tab. If necessary, click Info.
   3. Click the Compact & Repair Database button.
   4. Minimize Access and look at your database file again. How much did the file size decrease?
7. Back up the database.
   1. If necessary, maximize Access and click the File tab.
   2. Click Save As.
   3. In the Save Database As section, under Advanced, click Back Up Database, and click the Save As button.
   4. If necessary, navigate to the location where you save your personal project files. Click the Save button.
8. Close the database and exit Access.
9. Upload and save your project file.
10. Submit project for grading.