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CAT PAT Phase 3 Database Guide

This document provides a step-by-step guide for creating a database in Microsoft Access (also applicable to LibreOffice Base) for the CAT PAT Phase 3 project. It outlines the process of creating tables, entering data, establishing relationships, creating queries, forms, and reports, and finally exporting or printing the report. Each step includes specific instructions and examples to ensure accurate completion of the database setup.

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nkarabo241
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20 views4 pages

CAT PAT Phase 3 Database Guide

This document provides a step-by-step guide for creating a database in Microsoft Access (also applicable to LibreOffice Base) for the CAT PAT Phase 3 project. It outlines the process of creating tables, entering data, establishing relationships, creating queries, forms, and reports, and finally exporting or printing the report. Each step includes specific instructions and examples to ensure accurate completion of the database setup.

Uploaded by

nkarabo241
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

⭐ CAT PAT Phase 3: FULL STEP-BY-

STEP GUIDE (Database)


(Microsoft Access — but the steps work for LibreOffice Base too)

🔹 STEP 1: Create the Database


1. Open MS Access.
2. Click Blank Database.
3. Name it EXACTLY what the PAT document says (e.g., PAT2025_P3.accdb).
4. Save it in your PAT folder.

🔹 STEP 2: Create the Tables


You’ll normally have 2 or 3 tables depending on your scenario.
Typical examples:

 Members
 Equipment
 Bookings
 Employees
 Products

⭐ For each table:

1. Go to Create > Table Design.


2. Add all fields EXACTLY as the PAT gives them (names must match!).
3. Choose correct data types:
o Text → Short Text
o Numbers → Number (Integer/Long Integer)
o Money → Currency
o Yes/No → Yes/No
o Dates → Date/Time
4. Set the Primary Key (usually: MemberID, ProductID, BookingID).

Example:

Field Name Data Type Notes


MemberID Short Text Primary Key
Name Short Text
Surname Short Text
PhoneNumbe Short Text Input Mask optional
r
Subscribed Yes/No Checkbox

5. Save the table.

Repeat for all tables.

🔹 STEP 3: Enter or Import Data


Depending on your PAT:

 If they give you external files (CSV/Excel) → External Data > Import.
 Otherwise → type the data manually.

Make sure all Primary Keys are unique.

🔹 STEP 4: Relationships
1. Go to Database Tools > Relationships.
2. Add all tables.
3. Drag the Primary Key from one table to the Matching Foreign Key in another table.

Example:

 MemberID (Members table) → MemberID (Bookings table)

4. Tick:

 Enforce Referential Integrity


 Cascade Update Related Fields
 (Only tick Cascade Delete if PAT tells you)

Click Create.

🔹 STEP 5: Create Queries


This is where Phase 3 gets serious 😭

⭐ MOST COMMON QUERY TYPES:


1. Simple filter query

Example: "List all members older than 18."

 Create → Query Design


 Add table
 Add fields
 In the criteria row: >18

2. Text criteria

“List all members from Durban”

 Criteria: "Durban"

3. Wildcards

Find names starting with S

 Criteria: "S*"

4. Date criteria

Find items booked after 1 Jan 2024

 Criteria: >#2024-01-01#

5. Logical criteria (AND / OR)

 AND = same line


 OR = next line

6. Calculated fields

Example: "Calculate total cost"


In a blank field row type:

TotalCost: [Quantity] * [Price]

7. Queries using two tables

Add both tables → make sure relationship line shows → use fields from both.

Save each query EXACTLY with the required names.

🔹 STEP 6: Forms
Forms are usually easy:

1. Click the table (e.g., Members)


2. Go to Create > Form
3. Done.
4. If needed, modify layout (labels, order).
5. Save as Form_Members (or whatever PAT says).

🔹 STEP 7: Reports
This is the final part.

1. Click on the query you want a report for.


2. Go to Create > Report
3. Add:
o Title
o Page numbers
o Logo (only if PAT says so)
4. Make sure fields fit—no text cut off.
5. Save using the correct naming convention.

🔹 STEP 8: Export / Print to PDF


Most PATs require:

 Exporting a report
 Screenshotting certain parts

Follow instructions carefully.

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