TERM 1 REVISION NOTES - MISS PAULIN

CHAPTER 1: COMPUTER NETWORK

COMMUNICATION
Effective communication involves a sender transmitting an idea, information, or feeling to a receiver,
ensuring the receiver understands the intended message.
COMPUTER COMMUNICATION is described as a process in which one computer transfers data,
instructions, and information to another computer(s).
Computers were initially standalone devices, but with the rapid increase in their use, manufacturers
began designing hardware and software for communication. Today, even smaller devices can
communicate directly with hundreds of millions of computers worldwide, often via the internet.
Successful computer communication requires components such as a sender, receiver, communication
channel, and protocol. Network types, hardware, channels, architecture, topology, and protocol are
essential for successful computer networks.
SENDER: It is a sending device that initiates to send data, instructions or information. It can be a
computer or mobile device.
COMMUNICATION CHANNEL OR TRANSMISSION MEDIA: It is a medium on which the data,
instructions, or information can travel. It can be cables, microwave stations, or satellites.
RECEIVER: It is a receiving device that accepts the transmission of data, instructions, or information.
It can be a computer or mobile device
PROTOCOL: It is a set of rules that outlines characteristics of how two devices communicate. Without
protocol, two devices may be connected, but cannot transfer or exchange the data. A protocol may
define data format, coding schemes, and the sequence in which data transfers among devices. For
example, a person who knows only English language cannot communicate with another who knows
only Hindi language. For communication between two persons, the knowledge of same language is a
must.

COMPUTER NETWORK
A computer network is a collection of computers and devices connected by communication channels.
People connect computers to a network for a variety of reasons, including the ability to share
hardware, software, data and information, as well as to facilitate communication. You can share
resources such as hardware devices, software programs, data and information with the help of a
network. Sharing resources saves time and money.
DATA AND INFORMATION SHARING
In a network environment, any authorized user can use a computer to access data and information
stored on other computers in the network. A large company, for example might store a database of
customer information on the hard disk of the server. Any authorized person can connect to the network
and can access this database. The capability of providing access, and storage of data and information
on shared storage devices is an important feature of network
HARDWARE SHARING
In a network environment, each computer can access and use available hardware. For example, if
personal computers need a printer, each user can access it over the network to print.
SOFTWARE SHARING
Network lets people gain access to software programs stored on a
central computer. Using their own computers, individuals can gain
access to and work with these programs. By sharing a program, a
company can avoid having to install a copy of the program on each
person's computer separately.
TRANSFER FUNDS
Network allows users to exchange money from one bank account to another via Electronic Fund
Transfer (EFT). Both business houses and consumers use EFT. Examples include, use of credit and
debit cards, direct deposit of funds into bank, online banking, and online bill payment.
NETWORK USER
When your computer is a part of a network, where two or more computers are connected using a cable
or some other communication channels, you can become a network user and can share files, folders,
and computer hardware such as printers attached from one computer to other computers. These usual
resources are referred to as local resources.
SERVER AND WORKSTATIONS
Powerful computers responsible for distributing files to network users are referred to as servers. Other
less powerful computers connected to a server are called workstations. Each workstation contributes
equally in the network and is often called peer.
TYPES OF NETWORKS
LAN (LOCAL AREA NETWORK)
A local area network (LAN) is a network that connects the computers and the devices in a limited
geographical area, such as home, school computer, office building or closely positioned group of
buildings. These computers are usually within 100 to 300 meters away from each other. If you have a
home network with two or more computers, or if you are at your school where more than 20 computers
are connected to each other, then you are on a LAN. Each computer or device on the network is a
node and are connected to the LAN via cables. LAN can either work with cables and hubs or
wirelessly. A Wireless Local Area Network is also known as WLAN.
WAN (WIDE AREA NETWORK)
A wide area network (WAN) spans over a large geographical area, such as
an entire city, region, country or all over the world. Two or more LANs that
are relatively far apart are typically connected by WAN so that users and
computers in one location can communicate with users and computers in
other locations. The Internet is the worlds largest WAN.
MAN (METROPOLITAN AREA NETWORK)
MAN is a network that connects the Local Area
Networks in a metropolitan area such as a city or a
town. It includes one or more LANs but covers a
smaller geographical area than a WAN. Telephone
companies, cable television operators, and other
organizations use MAN network.
PAN (PERSONAL AREA NETWORK)
A network that connects personal devices like laptop, smartphones, digital
cameras, printers, etc. in an individual’s workspace using wired and wireless
technology. A PAN may connect devices through a router using network cables
or by using Bluetooth or Wi-Fi technology. You can transfer files and songs from
laptop to a smartphone using PAN.
NETWORK HARDWARE
Network hardware consists of physical devices used on a network. All networks need network
hardware to function.
COMPUTER
The most important job of a network is to link computers together. When computers are linked, the
people using the computers can work more efficiently. Computers connected to a network do not have
to be the same type. For example, a network could contain desktop computers OR PC notebooks.
NETWORK INTERFACE CARD (NIC)
An expansion card is used to provide network access to a computer or other
device, such as a printer. Network interface cards mediate between the computer
and the physical media such as cables over which data travels.
CONNECTOR
A connector is a device that joins two networks together. The most common connectors are:
HUB: A hub offers a central location where all the cables on a network meet. It allows you to connect
multiple computers to a single network. It also provides the connection for all the computers on a
network, so that they can exchange data.
SWITCH: A switch is a device that provides a central point for cables in a
network. A switch receives data from many directions and then forwards it to one
or more destinations. A switch is considered more advanced than a hub because
switch sends the data to a device that needs or requests for it.
ROUTER: A router is a device that connects multiple computers together and
transmits data to its correct destination on a network through a process known as
routing. A router acts as a junction between two or more networks like LAN and
WAN to transfer data packets among them. For example, it is used to connect your
home network (LAN) with the Internet (WAN).
CABLES
A network cable plugs into the NIC (Network Interface Card) at the back of each
computer on the network. Information, shared files, and other network data travel
through the network cables. A fibre metal or fibre-optic cable is used to connect
computers and other devices on a network. These cables are insulated with special
material such as plastic or rubber.
RESOURCE
Any part of a computer system or a network such as a disk drive, printer, or memory that can be
allotted to a program or a process, while it is running, is a resource.

COMMUNICATION CHANNELS
Networks are connected via communication channels that allow data, instructions, or information to
travel. Data can travel over physical or wireless transmission media.
PHYSICAL TRANSMISSION MEDIA
Uses wires or cables to send communication signals, commonly found in LANs. Three types:
 Twisted-Pair Cable: Contains two insulated copper wires twisted together. It is used in landline
phone networks and LANs. They are color-coded for identification.
 Coaxial Cable: Consists of a single copper wire surrounded by at least three layers. The first
one is an insulating material, the second is a wire mesh, and the third is a plastic outer coating.
On coaxial cables, data travels through a copper wire. Cable TV network wiring uses coaxial
cable
 Fiber-Optic Cable: Core of a fiber-optic cable consists of hundreds of thin strands of glass or
plastic that use light to transmit signals. Inside the fiber-optic cable, an insulating glass cladding
and a protective coating surrounds each optical fiber. Many big companies use fiber-optic
cables in high-traffic networks
WIRELESS TRANSMISSION MEDIA
Transmits communication signals through the air, offering more convenience than cables. Common
types include infrared, broadcast radio, cellular radio, microwaves, and communication satellites.
Types:
 Infrared (IR): Uses infrared light waves for wireless communication, similar to remote controls.
Often used with devices like cordless keyboards and mice.
 Broadcast Radio: Distributes radio signals over both long (cities, regions, countries) and short
distances (offices, homes). Used in technologies like Bluetooth and Wi-Fi.
 Broadcast Radio: Distributes radio signals over both long (cities, regions, countries) and short
distances (offices, homes). Used in technologies like Bluetooth and Wi-Fi.
 Wi-Fi: (Wireless Fidelity) A wireless networking technology using radio waves to provide high-
speed internet connections.
 Microwave: Microwaves offer high-speed wireless signal transmission
by sending signals between microwave stations. A microwave station is
an earth-based dish with an antenna used for communication. Ideal for
wide-open areas like deserts or lakes.
 Communication Satellite: A communication satellite in space receives
microwave signals from earth, amplifies them, and broadcasts them
back to multiple earth stations. Used for applications like TV and radio
broadcasts, weather forecasting, GPS, videoconferencing, and internet
connections.

NETWORK ARCHITECTURE
Network architecture refers to the organization of computers and the allocation of tasks among them,
primarily categorized into two types:
 Peer-to-Peer Network: Comprises two or more computers using the same programs to
communicate and share data. Each computer (peer) has equal responsibilities and can act as a
server for others. Best suited for small environments (small to medium local area networks). Not
recommended for networks with more than 10 connected computers.

 Client/Server Network: A network in which one or more computers are designated as server(s),
and the other computers on the network, called clients, can request services from the server, is
known as Client/Server Network.
o Server: A server, or host computer, controls access to network hardware and software,
providing centralized storage for programs, data, and information. Allows users to
connect and access applications, files, printers, etc. Can be dedicated to specific tasks:
 File Server: Stores and manages files.
 Print Server: Manages printers and print jobs.
 Database Server: Stores and provides access to databases.
 Network Server: Manages network traffic.
 Web Server: Delivers requested web pages to users.
o Client: A client is a computer system that relies on a server for resources. Clients can
access programs and data stored on the server, such as a network version of a word
processing program.

NETWORK TOPOLOGY
Topology refers to the layout structure of connected computers and devices on a network. Computers
communicate by exchanging electrical signals through the transmission medium. Main Types of
Network Topologies: Bus, Star, and Ring.
Levels of Topology:
 Physical Level: Involves tangible components like computers, cables, and
connectors. Specifies the physical locations of devices and their
interconnections. Cables are the primary transmission medium used.
 Logical Level: Pertains to the paths information takes within the network.
Influenced by factors like the applications used and the volume of information
transferred over the network.

BUS TOPOLOGY
 Structure: All devices are connected to a single cable called the Bus (linear network).
 Communication: Data is transmitted in both directions; only one device can communicate at a
time. A broadcast message is sent, and only the intended recipient processes it.
 Scalability: Easy to add or remove devices.
 Failure Impact: A single node failure does not affect the rest of the network.

STAR TOPOLOGY
 Structure: All nodes are connected to a central hub.
 Communication: All data passes through the hub.
 Scalability: Easy to add or remove nodes.
 Failure Impact: A cable failure affects only the connected
device; if the hub fails, the entire network fails.
RING TOPOLOGY
 Structure: Nodes are connected in a circular chain, each
connected to two neighbours.
 Communication: Messages travel in one direction (either
clockwise or counter clockwise).
 Scalability: Easy to set up; no central connector required.
 Failure Impact: If one node fails, the entire network goes down;
there is no defined beginning or end in the network.

PROTOCOL
A protocol is a set of rules that govern how devices communicate over a network. Types:
 HTTP (Hypertext Transfer Protocol): Rules for transferring web pages on the Internet. Web
addresses often start with http://.
 FTP (File Transfer Protocol): Allows uploading and downloading of files between computers.
Uploading is the process of transferring files from your computer to a server on the Internet.
Downloading is the process of transferring files from a server on the Internet to your computer.
Commonly used by web developers to upload web pages to servers.
 TCP/IP (Transmission Control Protocol/Internet Protocol): This is a network protocol that
defines how the information or messages are routed from one end of a network to the other,
ensuring the data arrives correctly. It has been used as network standard for Internet
communications.
  POP3 (Post Office Protocol version 3): An email protocol that downloads emails from a server
to a local device. Messages are deleted from the server after downloading, limiting access to
the original device.
 IMAP (Internet Message Access Protocol): An email protocol that allows users to access and
manipulate messages directly on the server. Emails remain on the server, enabling access from
multiple devices.
 SMTP (Simple Mail Transfer Protocol): An email protocol used for sending messages over the
Internet. Typically used alongside POP3 or IMAP for receiving emails.

CHAPTER 2: ACCESS – FORMS AND TABLES

A database table is composed of records and fields that hold data. Tables are also called datasheets.

WORKING WITH DATABASE TABLE

SELECTING DATA IN A TABLE

Before performing any task in a Table, you need to select data in a table. The selected data appears
highlighted on your screen. To make a selection, perform the following steps:

1. Place your mouse pointer over the name of the field you want to
select. The mouse pointer changes to ( ). Now click to select the field.

SELECTING A RECORD
1. Place your mouse pointer over the area to the left of the record you
want to select. The mouse pointer changes to ( ). Now click to select the
record.

SELECTING A CELL
1. Place your mouse pointer over the left or right edge of the cell you
want to select. The mouse pointer changes to ( ). Now click to select the
cell.
USING THE FIND OPTION
Find allows you to quickly search data in tables, queries, and forms for
specified database task. To search through all records in the current field only, you can select a field.
To search through all the fields in all the records, you can select the datasheet or form.
1. Open the table from which you want to find the information.
2. Select the field (column) that you want to search.
3. Click on the Home tab on the Ribbon.
4. Click on Find from the Find group or press CTRL+F.
The Find and Replace dialog box appears with the Find tab
selected.
You can select the following options according to your requirement:
 Search Fields as Formatted - Check box allows you to check
the search based on the format rather than the value.
 Match drop down box - gives you the options to select any
one of the match type. Click on any part of the Field. This
provides the broadest possible search.
 Search drop down box - allows you to search up or down
from the insertion point, or search the whole document.
 Match Case check box - allows you to find only text that has the same pattern of uppercase and
lowercase characters as the text you specified.
 Look In drop down box - allows you to search only the current field (faster) or all the fields in the
entire table (slower).
USING THE REPLACE OPTION
After finding the data, you can replace it with some other text you specify.
1. Open the table in which you want to replace a record.
2. Select the field (column) that you want to search and then
replace.
3. Click on the Home tab on the Ribbon.
4. Click on Replace from the Find group, or press CTRL+H.
CHANGING TABLE VIEW
Datasheet View and Design View are the two views in which you can view your
table. In Datasheet view, you can enter data. You can use Design view to modify
the structure of the table.
 Switch To Design View OR Datasheet View:
o Click on Home tab
o Click on View button
o Click on Design View OR Datasheet View

RENAMING A FIELD
1. Right-click the field whose name you want to change. A menu will appear.
2. Click on Rename Field.
3. Type a new name for the field and then press the Enter key.
The field displays the new name. The field name is highlighted.
ADDING A FIELD IN TABLE
1. Right-click the name of field that you want to be displayed after the new field. A menu appears.
2. Click on Insert Field
DELETING A FIELD
1. Right-click on the field that you want to remove.
2. Click on Delete Field. A prompt box appears.
3. Click on Yes.
SORTING RECORDS
Sorting means arranging the records in a particular order, ascending or descending. To sort the
records, select the field on the basis of which you want to arrange the
records.
1. Open the table that you want to sort. The records will appear in the new
order. Click on Descending ( ) to sort the records in descending order.
2. Click on the column header for the field that you want to sort. OR
3. Click on the Home tab on the Ribbon.
4. Click on Ascending ( ) to sort the records in ascending order.

FILTERING DATA
You can filter data in a table to display only those records that contain data of interest. Filtering data
can help you review and analyse information in your database.
FILTERING DATA BY SELECTION
It is used to display only those records that contain exactly the same data. For example, if you want to
find all the students whose SPORT is Soccer, you can use Filter Data option in Access.
1. Click the data you want to use to filter the records.
2. Click on Home tab.
3. Click on Selection to filter the records.
4. Click on a criterion.
In this example, we have selected Equal “Soccer”.
FILTERING DATA BY FORM
Filtering by form enables you to filter by multiple fields and specify criteria for as many fields as you
like. When you filter by form, you can combine the criteria using AND, OR, or a combination of the two.
An AND combination finds records where both criteria are met; an OR combination finds records
where at least one of the criteria is met.
 FILTERING BY AND:
o 1. Open the table if it is not already opened.
o 2. Click on Home tab on Ribbon.
o 3. Click on Advanced button.
o 4. Click on Filter By Form.
o 5. Click on Dance field. Now you have to select the field and the value you want to use
as your criteria. A drop down arrow appears in the field where the cursor is placed. You
can create an AND criteria statement specifying more than one criteria on the same
Filter by Form tab. For example, you could filter for Name of the student who does
Soccer AND whose start date is the 26/09/2024.
o 6. Click on the drop down arrow button of Sport to see a list of values used in this field.
o 7. Select Rugby from the list. This will display only those records whose Sport field
contains ‘Rugby’.
o 8. Click on the Toggle Filter button.
 FILTERING USING OR:
o 1. Open the table if it is not already opened.
o 2. Click on Home tab on Ribbon.
o 3. Click on Advanced button.
o 4. Click on Filter By Form.
 o 5. Open the list for a field and select the value that you want.
o 6. Click on the Or tab. A blank Filter by Form page opens.
o 7. Repeat step 5 to select another criterion.
o 8. Click on Toggle Filter to apply the filter.

CREATING RELATIONSHIPS BETWEEN TABLES

For setting relationship, you need at least two tables. You have already created School Extra Murals in
previous chapter. Similarly, you need to create one more table. In this example, we have created one
more table named General Student Information. For a relationship to exist between two tables, they
must have a common field. For example, the School Extra Murals may have a Student ID field, and the
Student general information table may also have a Student ID field. The two tables could be joined or
related by that field. The Field Type must be the same in both tables for a relationship to exist.
In most relationships, the primary key field in one table is related to a field in the other table that is not
its primary key. In one table, the field contains unique values, whereas in the other
table it does not. The relationship field in the other table is called foreign key.
Relationships are created and managed in a special database view called
Relationships window. You can create relationships between tables from there,
dragging a field from one table onto a field from another.
1. Click on Database Tools tab.
2. Click on Relationships button to display the Relationships window.
3. If the Show Table dialog box does not appear, click on Show Table button to display the dialog box.
4. Click on a table you want to add to the Relationships window.
5. Click on the Add button to add the table to the window.
6. Repeat the steps and for 4 5 each table that you want to add.
7. When you finish adding tables to the Relationships window, click on the Close button to remove the
Show Table dialog box.
8. Place your mouse pointer over the field you want to use to create a relationship with another table.
9. Drag the field with mouse over the other table until a small box appears over the matching field. The
Edit Relationships dialog box will appear.
Table/Query and Related table/Query areas display the names of the tables you want to create a
relationship between and the names of the matching fields. Relationship Type displays the type of
relationship.
10. Click on the Create button to create a relationship.
DELETING A RELATIONSHIP BETWEEN TABLES
1. Click on the line for the relationship you want to delete.
2. Press the Delete key from the keyboard.
3. Click on the Yes button to permanently delete the relationship.
CREATING FORMS
A Form is a view of one or more tables that are designed to be used for data entry and editing. By
creating forms, you can make your database more user-friendly for inexperienced users who are likely
to enter and edit records in it.
CREATING BASIC FORM
1. In the navigation Pane, click on the table you want to use as a
form.
2. Click on the Create tab AND click on form.
MOVING THROUGH THE RECORDS
1. To move to another record, click on one of the following buttons:
First record
Previous record
Next record
Last record
2. To move to the specific record, drag the mouse pointer over the number of the current record and
then type the number of the record you want to move and press Enter key.
3. To start a new blank record, click on New record button.
TYPES OF BASIC FORMS
 Multiple Items: In the Multiple-Items form, you will see multiple records appear at the same time
in it.
 Split Form: This form shows two parts. Upper part shows the Form, and lower
part shows the datasheet for the table.
 Datasheet: This Form just looks like a regular datasheet, but it is actually a form.
It is useful when you want to show a datasheet on a sub form.
 Modal Dialog: This form is useful for creating navigational menu systems. This
form looks just like a dialog box, but it is actually a form.
CREATING A SPLIT FORM
1. In the navigation Pane, click on the table you want to use as a form.
2. Click on the Create tab.
3. Click on More Forms.
4. Click on Split Form.
IN DESIGN VIEW
1. Open the Form.
2. Click on Design tab. Access displays the Form design.
3. Click on View button.
4. Click on Design View
IN LAYOUT VIEW
1. Click on View button.
2. Click on Layout View.
Access displays the Form as it originally appears, but each element is editable.
CHANGING FIELD FORMATTING OF FORM
1. Open the Form in which you want to format in Layout view.
2. Click on the field or label that you want to format.
3. Click on Format tab.
4. Click on the formatting that you want to apply, such as fill colour
CHANGING THEME OF FORM
1. Open the Form that you want to format in Layout view.
2. Click on Design tab on the Ribbon.
3. Click on Themes button. Access applies new format (theme) to the Form. The full palette of themes
appears.
4. Select a new theme by clicking on it.

CHAPTER 3: ACCESS- QUERY AND REPORT

THE QUERY
Query is a request for specific data from the database. The capability of querying a database is one of
the most powerful database features. In other words, a Query is simply a question represented in a
way that Access can understand. If you want to find the answer to a question, you will have to create a
corresponding query first. Once your query has been created, you instruct Access to run the query that
is to perform the steps through which you can obtain your answer. The answer will then be displayed
in the Datasheet View. Types of Query’s:
 Simple Query: Simple query is used to ask some particular questions about data in the
database.
 Unmatched Query: Unmatched query is used to find the records from one table that do not
have corresponding values in the second table.
 Duplicate Query: Duplicate query is used to display the records that have same values for one
or more of the specified fields.
 Cross Tab Query: Cross Tab query is used to display the same data, but groups the data both
horizontally and vertically so that the datasheet can be more compact and easier to read.

CREATING A QUERY
You can use Design View to manually create a selected query. When you use Design View, you have
more control over the details of the query design. Perform the following steps to begin creating a
query:
1. Click on Create tab.
2. Click on Query Design button.
The Select Query window and Show Table dialog box appear. Lists of all the tables in your database
are shown in this area.
3. Click on a table that contains information you want to use in your query.
4. Click on Add button to add the table to your query.
A box appears in the Select Query window, displaying the fields for the table you selected.
5. Repeat steps 3 and 4 for each table you want to use in your query
6. Click on Close button to hide the Show Table dialog box.
7. Double-click with the left mouse button on a field you want to include in your query.
8. Repeat step 7 for each field you want to include in your query.
RUNNING A QUERY
After the query is created, you need to run the query to produce the results. You should click on the
Run button in the database toolbar to achieve this purpose. Access will then perform the steps that are
necessary to obtain and display the answer. The set of records that make up the answer will be
displayed in Datasheet view. Though it might look like a table, it is not actually so. The data stored in
the existing table is used to construct the records.

SAVING A QUERY
Creating and running a query is a way of extracting information from a database without changing the
data that is stored in the database tables. A query does not store data; it retrieves data that is stored in
tables. Sometimes, to share that table with others, you may want to save the results of the query as a
new table.
1. Press Ctrl + S from the keyboard. The Save As dialog box appears.
2. Type a name for your query, and click on OK button to save your query. When you finish viewing the
results of your query, click on Close (x) button to close the query.

UNDERSTANDING QUERY OPTIONS

The query window is divided into two panes. The top pane displays the tables selected for the query.
The bottom pane displays a
design grid where you can add
fields to the query and also
specify the criteria.
Database Tables: While creating a query, you can pull fields from more than one table, provided they
have a relationship between them.
View button: Clicking on this button will switch between Design view and Datasheet view.
Sort: The Sort row indicates the field(s) by which the results should be sorted.
Show: Any field can be omitted from the results by deselecting its checkbox.
QBE grid: Query By Example grid contains the fields chosen to be in query—one field per column.
Field lists: The complete field list of each table appears in a separate window.
Run button: Clicking on the Run button will produce the result of Query.
Field: The Field row shows the field name.
Table: The Table row shows the name of the table from where the field has been pulled.
Or: Additional criteria can be entered in the Or row.
Criteria: The Criteria rows hold the filters you want to apply.

USING CRITERIA IN QUERY – USING TEXT DATA

You can find specific records in your database by using criteria. Criteria are conditions that identify the
records you want to find.
1. Open the query in Design View.
2. Click in the Criteria field and type the data that you want to view. In this example, we list a Dance
name (Kathak) as the criterion.
3. Click on Run button to see the results.

USING WILCARDS IN QUERY

Wildcards are symbols that represent any character or combination of characters. Access provides two
special wildcards. The asterisk (*), which is the first of the two wildcards, represents any collection of
characters. Thus, R* represents the letter R, followed by any collection of characters. The other
wildcard symbol is the question mark (?), which represents any individual character. Thus R?vi
represents the letter R, followed by any single character that follows the letter, such as in ‘Ravi’.
1. Click on the Criteria area for the field you want to use to find specific records.
2. Type the criteria R* and then press the Enter key.
Access may add quotation marks (“ ”) or number signs (#) to the criteria you type.
3. Click on Run button.
Only the students whose names start with R are included.
USING COMPOUND CRITERIA
Often, more than one criterion might be available to satisfy the data you are searching. This is called
compound criteria. There are two types of compound criteria. In the AND criterion, each individual
criterion must be true in order for the compound criteria to be true. The OR criterion is true provided
either of the individual criterion is true.
USING COMPOUND OPERTAOR
If you do not specify a criteria, Access assumes that the criteria you have entered involve equality
(exact matches). If you want something other than the exact match, you can specify ranges of value by
using comparison operator. The comparison operators are > (greater than), < (less than), >= (greater
than or equal to), <= (less than or equal to), and <> (not equal to).
EXAMPLE, let’s find students whose total fee is more than R2500.
1. Click the Criteria area for the field you want to use to find specific records.
2. Type the criteria (>2500).
3. Click on Run button.
SORTING DATA IN QUERY
For example, you may want to see the dance forms in which the students are participating and would
like them to be arranged in an alphabetical order. You have to sort the records to order them in the
answer to a particular query. The field or fields on which the records are sorted is called the sort key. If
you are sorting on more than one field, the more important field is called the major key (also called the
primary sort key), and the less important field is called the minor key (also called the secondary sort
key). EXAMPLE,
1. Click on the Sort area for the field you want to use. A drop down arrow button appears.
2. Click on the drop down arrow button.
3. Click the way you want to sort (Ascending, Descending, Not Sorted).
4. Click on Run button.
DELETING A FIELD IN A QUERY
You can delete an unwanted field from your query. Deleting a field from a query does not delete the
field from the table you used to create the query.
1. Position the mouse directly above the field you want to delete. Mouse pointer changes to ( ). Then
click to select the field. The field disappears from your query.
2. Click on Delete Columns.
HIDING A FIELD IN A QUERY
You can hide a field without removing it from the query grid. The datasheet opens, showing the query
results. The field you hide does not appear.
1. Deselect the check box for the field you want to hide in the Show row of query grid.
2. Click on Run. The datasheet opens, showing the query results. The field you hide does not appear.

CREATING A REPORT
A report is a database object used to display data from a query and/or table in an appealing way.
Reports are specially designed to be printed. A report can have more elaborate formatting and layouts
than other objects you can print. You can create basic reports with default settings, or you can create
custom layouts by using the exact settings that work best for your situation. The portion at the top of
the report called page header contains a custom title. The contents of this page header are displayed
at the top of each page. The detail lines, which are the lines printed for each record contain only those
fields you specify and in the order you specify. A report consists of information that is pulled from
tables or queries. The tables or queries that provide the underlying data are also known as the record
source of the report.
CREATING SIMPLE REPORT USING REPORT TOOL
1. Click on the table or query on which you want to base the report from the Navigation Pane.
2. Click on Create tab.
3. Click on Report from Reports group.
Access builds the report and displays it in Layout View.
CREATING A BLANK REPORT
Blank Report is a very quick way to build a report if you want to put only a few fields on your report.
1. Click on Create tab.
2. Click on Blank Report from Reports group.
A blank report is displayed in the Layout View, and the Field List pane is displayed on the right side of
the Access window.
3. Click on Show all tables.
4. In the Field List pane, click on the plus sign that precedes the table name the fields of which you
want to see on the report.
5. Drag each field onto the report, one at a time, or hold down Ctrl key and select several fields and
then drag them onto the report at the same time.
After dragging all the fields, you can use the tools in the Controls group on the Format tab to add a
logo, title, page numbers, or the date and time to the report.