User Documentation for ICT Essay
User Documentation for ICT
This is the first screenshot which shows the list of data forms that could be opened. To open the form you would have to click on the form that you require and open the form that you need.
When the form has been double clicked, it will then open and this screenshot shows what should come up. A datasheet should come up showing this information all about the table.
To add new records to the form, you just have to go to the bottom of the screen and click on new record button where it can the open up a new record.
On the form when you enter a new record, you can save it by just clicking on a button which is shown on the screenshot. The button will save the record and so it is much easier then right clicking on the tile and then saving on the datasheet. This is a more easier and efficient way to save it.
When a game is sold or the information about it has been changed then you will need to change the data in order for your system to be updated.
To change existing records first of all you need to open a table like the sales one.
If there is a lot of records and a lot of data, and you also don’t have a lot of time then to search for the data you want to change more quicker is to by clicking on the find button which will allow you to find any record and then change it.
When the box comes up asking you what you are searching for, type in the name of the record that you want to change- the quantity sold or just the overall quantity or any other fields. When you type in the name or key field of that record and click on find the record should be highlighted.
So now you have found the field you change the data that is in the record by simply just clicking on any part of the record and deleting it and typing in your own data or data that needs to be there.
For instance you can click on any field and delete the information or overwrite it with new data that is required. It is very easy and you can do this for any field in any record in any table. The only exceptions are the ID of the tables which can be changed but then this will affect the whole system.
Processing and Outputting Data [3 marks]
Producing Results [1-3]
You need to show the user how to:
Run all pre-existing queries
Query on xbox 360 games
To run all pre existing queries first of all, you need to open them first in design view So for this you would need to open all the sub itmes in the tables that begin with qry…. These are queries and they are in every table. To open them, you just need to right click on it and open it in design view.
When you have done that, this screenshot shows what should come up. This query shows games that are on Xbox 360. To run the query just click on Run to see the data.
This is what should come up after you have click on Run and it should the data that has included the criteria from the query.
Multi table query on games that have been sold
Open the multi table query in design view by right clicking it and selecting design view.
Then this should come up showing you what tables and fields have been selected in this case are the two tables of games and sales and the fields are the name of game price and console.
By clicking on run, this is what should come up
Query on Member details
This is the query on member details in design view and it shows at the bottom all the criteria that has been set and what fields have been used. These details can be changed to the user preferences.
This is the query when it has been run- it shows the data that comes up from the two tables that were put in the multi table query.
Query of employee details
This is a query on the employees which show only one table but have certain and specific criteria and a validation rule to search and find certain data. The fields that have been selected are forename, surname, Gender and age.
When the query has been run, these are the results that come up and show four columns with data just like in the design view there had been four fields that had been selected.
Multi table query on employees who make a sale
This is a multi table query that is searching for information about employees who make a sale. It is searching for certain employees of a gender and looking for sales of games in a certain console so the data would be decreased and only specific. The fields selected are forename, surname, name of game, gender and console.
When you have clicked on Run to run the query, this is the data that should come up.
Query on sales made
This is a query that is being run on sales of games. The basic query is to find and search for all games that have been sold with a quantity of 10. The fields are name of game and quantity sold.
These are the results of the query after running it.
Multi table query on certain games that are sold
This is a multi table query on certain games on a certain console. The query is for the user to find sales of certain games on only one type of console so if the user is looking for game sales for one console, this query would be accurate. The fields are name of game, sale ID, price and console.
After clicking on run, this is the data that should come up.
Query for stock of a certain quantity
This is a query to find out games in stock which have a certain number of quantity. The fields include name of game, certain number of quantity and Game ID.
After running query, this is the data that should come up.
Create new queries /filters for their requirements
To create a new query for your own requirement, in the system you need to click on create which will allow you to then select a type of making query- query wizard, query design.
To make a new query, query design or query wizard needs to be selected, in this case for beginner users, a query design is very suitable for new users and is much more easier to use and also more efficient.
After opening or clicking on the query design, this is what should come up with a box that shows all the tables that can be added to make the query. You need to select the suitable tables for your query- something that needs to be included in the actual query. When you have chosen your tables, you need to click and add them.
When you have chosen and added your table- in this case a games table in the form of a normal query- then you can start selecting the fields that you want in the query and start adding them to the query.
When you have started selecting your fields, this should happen, they should come up on the field row and you should see them on there. In this case as a example, name of game, console and game genre have been selected. Next you can start to select your criteria so if you want a certain console or genre to be only included in the data then you need to add that to the criteria row.
As you can see, the criteria has been added, and now if you are happy with your query and are sure you are going to get the data that you need, then you can run the query.
This is what happens when you run the query, a datasheet will come up showing the data that has been made by the query. If the data you wanted is there, the query is right but if it is not then you must have made a mistake earlier on and you need to go back and change this.
To make a multi table query you just do the same thing with run and criteria, but earlier on when you start the query and choose the tables, you need to click and add two or more tables that are interlinked with each other and then select fields from both tables and then set your criteria and then run the query.
Open all pre-existing report
To open all reports first you need to go on the sidebar and look for data files that begin with rpt…. These are reports and they have been produced with outputting data from queries.
Report o xbox 360 games
This is the first report which shows the results of the query on xbox 360 games. You need to open this by double clicking on it.
When you have clicked on it and opened it, this is what should come up.
Open the report on the query for member details by double clicking on it again.
This is the report that you should see.
Report on employees details
This is how to open report on employees- click on rptemployees twice and it should open.
This is what should come up when you have opened it.
Report on sales
Open the report on the sales query by again double clicking on it.
This is what should come up
Open mail merge letters and merge the data from the database.
When you first open the mail merge template this is what comes up.
You need to click on no.
You need to then go onto mailings, select recipients and the use existing list.
You then need to select the file- database or system so that you can use the fields from the table in the letter
You then need to select the table(s) you want or need. Then click on Ok
When you have done that, by choosing a field- members in this example, you will get fields all over your template.
You will then need to preview results to check if the right data comes up and merge the data.
Then you can fully merge all the data and make as many mail merge letters to your members by clicking on finish and merge and selecting all records.
A list and view of all the finished mail merge letters that are ready to be emailed to members.
1.3 Avoiding Problems [2 marks]
1.3.1 Producing Results 
When you are setting validation rules or queries and you want certain data to be entered then using <value or >value will allow you to enter in certain data but if you want those certain values to be entered in as well, then you will have to change the requirement to <= or >= to enter in both types of data.
When you are making a query – normal or multi table- if you want a certain criteria then you will need to type that in. However if you want two types of certain data then by just typing in one type will only get you results linking to that type of data. You will need to type in something underneath in Or to get another type of result not just one.
University/College: University of Chicago
Type of paper: Thesis/Dissertation Chapter
Date: 29 September 2017