ECDL Module 5: Databases for Screenreaders

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ECDL Module 5 Databases Mock 1

This tutorial will show you how to create and edit a Microsoft Access database using Windows keyboard shortcuts and Jaws screenreader keystrokes and shortcuts.  Within this database you will be given the shortcut keys that will allow to create a table, edit an existing table, create a relationship between existing tables, create queries, forms and reports. 
You will also be dealing with the organisation of the database, indexing, primary keys and field attributes.

1.  Open an existing database.

Open up Microsoft Access by hitting the “Windows” key, tapping “P” for Programs followed by “Enter” and then tapping “M” to locate “Microsoft Access”, followed by “Enter”.  Access will open.  Now do the shortcut “Ctrl + O” to get to the “Open” window.  Locate the directory where the file is stored by doing “Alt + I” for “Look In” and then tap “tab” until you get to “List view”, now either use the arrow keys to locate the directory or file to open or use the first letter of the filename if you know it.  Once the file is located hit “Enter”.  A filename database access window will open.

2.  Create a new table within this database using the fields and properties listed below:

Tap “tab” so that Jaws will echo “Tables Button”, use the “up and down” arrow keys to locate it if you encounter any of the other buttons.  Once you have located the “Tables Button”, tap “tab” so that Jaws echoes “List View”, now use the up and down arrow keys to locate “Create Table in design view” and hit “Enter”.

A Table window will open, you will automatically be in the “Field Name” column of the table so type in one of the field names you have been given and then tap the “tab” key to go to the next column which determines “Data Type”.  Use “Alt + Down Arrow” to open the list box and then use the “Up and Down Arrow” keys to locate the type of data you want, once you have selected the correct data type hit “Enter”.  We next have to select the correct “Field Size or Format”, to do this tap “F6” which is the change frame key and you will be put in the “Field Size” list box, use “Alt + Down Arrow” to access the contents of the list box, then use the “Up and Down” arrows to select the required value and then hit “Enter”. There are a range of other “Field Size / Formats” that can be accessed by using the up and down arrow keys, however when you are finished you can go back to the “Field Names” frame by hitting “F6” again.

3. Apply a primary key to an appropriate field.

To add a primary key to an appropriate field, go to the “Field Name” and select the whole row by doing “Shift + Spacebar”, now do “Alt + E” for “Edit” and use the up or down arrow keys to select “Primary key” followed by “Enter”.

3a. Save the table using a specified filename.

Tap “Alt” to access the “File” menu, then tap the “down arrow” to go to “Save As” followed by “Enter”.  Type in the name given for the table and hit “Enter”.  To close the table design view window do “Ctrl + W”.

4. Add the following records to a specified table. 

Use the up and down arrows to locate the required table and hit “Enter”. Type in the required information in the first column and then hit the “tab” key to go to the next column. Once you reach the last column and hit “tab” a new blank record row will appear and you will be back in the first column.
Once you have finished adding the data, do “Ctrl+ S” to save the data and then “Ctrl + W” to close the table.

5.  Open a specified  table and add an extra named field to the table in design view, so that it is the final field.

Use the up and down arrow keys to locate the desired table and then hit the “Right Mouse button” and use “Down Arrow” to go to “Design View” followed by “Enter”.  Do “Ctrl + End” to go to the bottom of the field list and hit “tab” you will now be in the “Field Name” column. Type in the name for the field and hit “tab”.  You are now in the “Data Type” field, use “Alt + Down Arrow”  to access the list box followed by either the up or down arrow key to set the desired data type and then hit “Enter”.
In order to set the correct “field size and format” you must now swap frames by hitting the “F6” key.  Use the down arrow to locate the “Format” list box and again do “Alt + Down arrow” to access the list box followed by  “Up or down arrow” to select the desired format, followed by “Enter”.  Now do a quick “Ctrl + S” to save everything you have done and hit “F6” to go back to the field list.  Finally close the active window by doing “Ctrl + W”.

6.  Edit the data in a named table by finding and replacing a specified set of data.

Locate the correct table by using the up and down arrow keys followed by “Enter”.  Now do a virtual find by doing “Ctrl + F”  a  “Find” dialogue box will open, do “Ctrl + tab” to go to the “Find and replace” tab.  You will  be automatically placed in the “Find What” list box,  type in the name of the record you wish to change and then hit “tab” and you will be in the “Replace With” box.  Type in the new name for the record and hit tab again until you reach “Look In”, use the up and down arrow keys to select the name of the table you are currently working in.  Finally “tab” round to the “Replace All” button and hit “Enter”.  Remember to save changes by doing “Ctrl +S” and then closing the window by “Ctrl + W”.

7.  Using a specified table, index a particular field so that duplicate values are not allowed.

Locate the required table by using the up and down arrow keys.  Then hit the “Right mouse button” key and tap the down arrow to go to “Design View”, followed by “Enter”.  Now tab to the “field name” that needs indexing and hit the “F6” key, tap the down arrow key until you reach the “Indexed” list box and do “Alt + Down arrow” followed by up or down arrow key to locate the type of indexing required followed by  “Enter”.
Save by doing “Ctrl + S” and close the table by doing “Ctrl + W”.
 

8.  Within a named table, decrease the size of a specified field to 30 characters.

Locate the required table by using the up and down arrow keys.  Then hit the “Right mouse button” key and tap the down arrow to go to “Design View”, followed by “Enter”.  Now tab to the “field name” that needs its size altered and hit the “F6” key, tap the down arrow key until you reach the “Field Size” list box. Type in the new field length and hit “Enter”.
Save by doing “Ctrl + S” and close the table by doing “Ctrl + W”.

9.  In a specified table sort a given field in ascending order.  The table should be saved at this point. 

Locate the required table by using the up and down arrow keys, then hit “Enter”.  The table will open, go to the required field column using the arrow keys, once you are in the field sort it by accessing the “Records” menu with “Alt + R” and then down arrow to “Sort” followed by “Enter” and then down arrow to “Sort Ascending” followed by  “Enter” again.
Save by doing “Ctrl + S” and close the table by doing “Ctrl + W”.

10.  Make an amendment to the data in a specified table, change the data in one field of a specified record.

Locate the correct table by using the up and down arrow keys followed by “Enter”.  Then locate the desired record by doing a virtual find using the command “Ctrl + F” a “Find” dialogue box will open.  Type in the name of the record which is to be amended, then tap “tab” to go to “Look In” and locate the table name using the up and down arrow keys followed by “Enter”.  Now press “Esc” to get rid of the virtual find dialogue box and use the left and right arrow keys to locate the name of the field which needs to be amended.  Type in the amendment and then save by doing “Ctrl + S” and close the table by doing “Ctrl + W”.

11.  In a specified table, a named field should be changed to currency with 2 decimal places.

Locate the required table by using the up and down arrow keys.  Then hit the “Right mouse button” key and tap the down arrow to go to “Design View”, followed by “Enter”.  Now tap "tab" to go to the “field name” that needs to have its parameters altered and hit "tab” to go to the data type list box.  Now do “Alt + Down Arrow” to access the contents of the list box and tap the "down arrow" until you reach “Currency” followed by  “Enter”.  We now have to set the number of decimal places which involves changing frames so hit the “F6” key, then tap the down arrow key until you reach the “Decimal Places” list box.  Do “Alt + Down Arrow” to access the contents of the list box and then tap the down arrow until you reach “2” and hit “Enter”.
Save by doing “Ctrl + S” and close the table by doing “Ctrl + W”.

12. Create a one-to-one relationship between a specified field from two different named tables.

Once you are back in table list view, do “Alt + T” to access the “Tools menu” and then down arrow to “Relationships” and hit “Enter”.  A “Relationships” window will open.  Now do “Alt +R” to go to the “Relationships” menu and then “Down arrow” to go to “Edit Relationships”.  An “Edit Relationships” window will open, hit “tab” until you reach the “Create New” button and hit “Enter”.  A “Create New” window will open, you will immediately be put in the “Left Table Name” list box, use the “Up and down” arrow keys to locate the name of one of the tables you wish to use, then tap “tab” to go to the “Right Table Name” list box and use the “Up and down” arrow keys to locate the name of the second table.  Tap “tab” again and you will be in the “Left column name” list box, use the “Up and down” arrow keys to locate the field name given in the question, then tap “tab” again and you will be “Right Column Name” list box, select the required field using the “Up and Down” arrow keys.  Now hit “tab” again to go to the “OK” button and hit “Enter”.  The “Relationships” window will open again so now “tab” round to the “Create” button and hit “Enter”.  Do a “Ctrl + S” to save and then “Ctrl +W” to close the window.

13. Apply referential integrity to the relationship.

If you are back in table list view, do “Alt + T” to access the “Tools menu” and then down arrow to “Relationships” and hit “Enter”.  A “Relationships” window will open.  Now do “Alt +R” to go to the “Relationships” menu and then “Down arrow” to go to “Edit Relationships”.  An “Edit Relationships” window will open, you will automatically be in the “Table/Query” list box, tap the “down arrow” to select the name of the table you have recently been working on and then tap “tab” until you reach the “Enforce Referential Integrity” tick box, hit the “Spacebar” to put a tick in the box and then hit “Enter”.
Do a “Ctrl + S” to save and then “Ctrl +W” to close the window.

14. Delete a specified table.

Using the “Up and Down” arrow keys locate the table to be deleted and hit the “Delete” key on your keyboard.  You may get  a dialogue box asking if you wish to confirm the delete process, simply hit “Enter” to confirm the delete process.

15. Create a query using three fields from one named table and another named field from another specified table that will display records within a specified range of data.  Save the query under a specified name.

When you are in table list view, go to the “Queries” button by hitting the “tab” key until Jaws says “Tables” and then use the down arrow to locate “Queries” followed by “Enter”.
Now use the “Up and Down arrow” keys to locate “Create Query in Design View” followed by “Enter”.  A “Show table” dialogue box will appear, use “tab” to get you into list view and then use the “Up and Down” arrow keys to locate one of the tables from the list, now tap “tab” until you reach the “Add” button and then hit “Enter”.  Now tap “tab” again until you are back in list view, use the “Up and Down” arrow keys to select the other named table from the list and “tab” again to the “Add” button and hit “Enter”.  Now hit “Esc” to close the “show table” window.
You will now be in the “Select Query” window, use the “Alt + Down Arrow” followed by down arrow to select a field from the list, followed by “Enter” which will put you in the next column.  Use the “Alt + Down Arrow” procedure to add all the other required fields, each one in a different column.  Once all your fields have been added we need to add the criteria, do this by using the left arrow key to go to back into the column containing the required field name and then tapping the “Down” arrow until you reach the “Criteria” row, then type in the value that you wish to search for.  Now run the query by doing “Alt + Q” to access the query menu and then “Down arrow” to “Run” followed by “Enter”. The query will run and the results will be displayed in a table.
Save the query by doing “Ctrl +S” a “Query Name” box will appear type in the name for the query and hit “Enter”.
Do “Ctrl + W” to close the window.

16.  Create a query using all of the fields in a given table which will display a given field with a start date before 27/7/07.   Save the query under a given name.

When you are in table list view, go to the “Queries” button by hitting the “tab” key until Jaws says “Tables” and then use the down arrow to locate “Queries” followed by “Enter”.
Now use the “Up and Down arrow” keys to locate “Create Query in Design View” followed by “Enter”.  A “Show table” dialogue box will appear, use “tab” to get you into list view and then use the “Up and Down” arrow keys to locate one of the tables from the list, now tap “tab” until you reach the “Add” button and then hit “Enter”.  Now tap “tab” again until you are back in list view, use the “Up and Down” arrow keys to select the other named table from the list and “tab” again to the “Add” button and hit “Enter”.  Now hit “Esc” to close the “show table” window.
You will now be in the “Select Query” window, use the “Alt + Down Arrow” followed by down arrow to select a field from the list, followed by “Enter” which will put you in the next column.  Use the “Alt + Down Arrow” procedure to add all the other required fields, each one in a different column.  Once all your fields have been added we need to add the criteria, do this by using the left arrow key to go to back into the column containing the required field name and then tapping the “Down” arrow until you reach the “Criteria” row, then type in the value that you wish to search for.  In this case "<27/7/07".
Now run the query by doing “Alt + Q” to access the query menu and then “Down arrow” to “Run” followed by “Enter”.  The query will run and the results will be displayed in a table.
Save the query by doing “Ctrl +S” a “Query Name” box will appear type in the name for the query and hit “Enter”.

17. Open a named query and edit the criteria so that all data in a specified field between two given currency values will be displayed.

Whilst you are in the queries list view, go to the query that needs editing using the up and down arrow keys, and then hit the right mouse button key and go down to “Design View” followed by “Enter”.  Now use the “Right Arrow” key to go to the correct field and tap the down arrow to go to the “Criteria” cell.  Now tap "F2" to edit the formula and use the left and right arrow keys to move to the section of the formula that needs changed.  Finally do “Alt + Q” to go to the query menu and then down arrow to “Run” followed by “Enter”.
 

18. Print one copy of the between two currency values query.

Hitting “Ctrl + P” will activate the print menu.  Use “tab” to go through the menu options and check that “No. of Copies” is set to 1 then tab to the “OK” button and hit “Enter”.

19. Create a simple form using all the fields in the Evening Course Prices table. Save the form as Prices.

If your query is still open from task 17, then close it by doing “Ctrl+W”, this will put you back in query list view.  Now tap “tab” to go to list view and Jaws will echo “Tables”, use your down arrow to locate “Forms” and then hit “Enter”.  Now locate “Create Form using Wizard” using the “up and down” arrow keys and hit “Enter”.   A “Form Wizard” will open, you will automatically be placed in the “Available Fields” list box, however we first need to choose a relevant table so do “Shift + tab” to move back into the “Tables/Queries” list box, then do “Alt + Down Arrow” to access the contents of the list box followed by the down arrow to locate the relevant table followed by “Enter”.  You may get a message box appearing asking you to select relevant fields at this point, just hit “Enter” as we are going to select the field next.  Tap “tab” until you reach the “Double Right Arrow” button and hit “Enter”, this has the effect of moving all the fields from the “Available Fields” list box to the “Selected Fields” list box.  We then have to do “Ctrl + tab” to move to the “Next” button followed by “Enter”, this will take you to the next page asking what “Form layout” you require, to change the layout use the up and down arrow keys and then do “Ctrl + tab” to go to the “Next” button followed by “Enter”.  You are now taken to the next page asking what “Form Style” you would like, to change the style use the up and down arrow keys, to accept “Standard” just hit “Enter”.  You are now on the last page asking what title you want for your report, type in the name required and hit “Enter”. 

20.  Open a named report and edit the label in the report header. Change the font colour of the report header, so that it is Red and the font size is 18, then close.

Start by locating the reports section, do this by hitting “tab” so that Jaws echoes “Tables” and then tap the down arrow to go to “Reports” followed by “Enter”.  Now locate the required report by using the “Up and Down” arrow keys, then hit the “Right Mouse Button”, and use the up and down arrow keys to locate “Design View” followed by “Enter”. 
The design view will open, tapping “tab” will take you to the “Report Header”, at this point Jaws may well start to sulk and say nothing apart from “Blank”, however you can get round this to some extent by using the Jaws laptop keystrokes “Insert + Up arrow” to speak the selection and “Insert + B” to speak the contents of the screen.
However, the following Windows keystrokes will enable you to complete the task.

Editing the label

Once you are at the “Report Header” stage do “Ctrl + Tab”, this will have the effect of putting handles onto the contents of the “Report Header” so it can be altered.  Now tap the “right mouse button” and tap the “Up Arrow” key to go to “Properties”, a “Label” window will open, tap the “Down Arrow” to go to “Caption” and type in the amended title for the report.

Changing the Font and Font Size

Tap the down arrow until you reach “Font” and do “Alt + Down Arrow” to access the contents of the box followed by the “Up and Down Arrows” to select the font, when you reach the required font hit “Enter”.  Tap the down arrow again to access “Font Size” and “Alt + Down Arrow” to access the contents of the list box followed by “Up and down arrows” to select a value and then “Enter” when you reach the required value.  Do “Alt + F4” to close the label window and then “Ctrl + S” to save your changes.
It is a good idea to make sure that any changes you have made are visible to the examiner.  The Contents of the Report Header should still be selected so tap the “Right Mouse button” and then the “Down Arrow” to go to “Size” followed by “Enter” and the “To Fit” and hit “Enter”.

Changing the Font Colour

This is rather fraught with difficulty as the Font colours are assigned numbers and unless you know the codes you are going to be stumped, however if you just wish to change the font to “Red” then do this, tap the “Right Mouse button” and down arrow to “Font/Fore Colour” and hit “Enter”, voila, our font changes to “Red”.
Do “Ctrl + S” to save the changes and then “Ctrl +W” to close the window.

21. Delete the Prices between £30 and £40 form and the Duration report.

I am assuming that you are still in the report list view, locate the report to be deleted using the “Up and Down” arrow keys and then hit the “Delete” key to remove it.  You will be asked if you wish to permanently delete the report, simply hit the “Enter” key to confirm your changes.
To move to the “Forms” list tap “tab” so that Jaws echoes “Tables” and then tap the up and down arrow keys to locate “Forms” followed by “Enter”.  Use the “Up and Down” arrow keys to locate the form to be deleted and then hit the “Delete” key.  You will be asked if you wish to permanently delete the report, simply hit the “Enter” key to confirm your changes.

22. Using the report wizard create a report using all of the fields from a named table. Save the report under a specified name.

Start by locating the reports section, do this by hitting “tab” so that Jaws echoes “Tables” and then tap the down arrow to go to “Reports” followed by “Enter”.  Now locate “Create Report using wizard” by using the “Up and Down” arrow keys, then hit “Enter”.   A “Report Wizard” window will open, start by doing “Shift + tab” to locate the “Tables/Queries” drop down list box, now do “Alt + tab” to access the contents of the list box and use the “Up and down” arrow keys to select the required table.  A message box will then appear telling you to select  the fields you require in the report, simply hit “Enter” to confirm as we are now going to select the fields.  As you are required to add all the fields from a selected table, tap “tab” until you reach the “double right arrow” button and then hit “Enter”, this will add all the fields from the available fields list box to the selected fields list box.  Now do “Ctrl + tab” to go to the “Next” button and hit “Enter”.

Adjusting Grouping Levels and Options.

You will now be asked what grouping levels you wish to add, if Jaws does not echo anything sensible try doing “Insert + B” to echo the whole screen.  If you wish to add groupings, use the up and down arrow key to select one and then tap “Tab” to go to the “single right arrow” button followed by “Enter”.
If you need to access the grouping options button do “Ctrl + tab” and then tap “tab” until you reach it.  We simply wish to accept the default settings so tap “tab” until you get to “Next” and hit “Enter”.

You are now asked what sort order you require for your fields.

To select a field name do “Alt + Down arrow” and then select the field using the up and down arrow key.  You can also apply “Summary Options” using the summary options button, to sum a set of fields tap “tab” to go through them and hit the “spacebar” to check any required boxes.  Do “Ctrl + tab” to go to “Next” button followed by “Enter”.

Report Layout

You are now asked what layout you require for your report.
This is where you can change the layout or the page orientation, use the “tab” keys and “arrow” keys to change your selection.  If you simply require the default do “Ctrl + tab” to go to the “Next” button and hit “Enter”.

Report Style

You are now asked what style you wish your report to be, use the “Up and Down” arrow keys to change your selection or do “Ctrl + tab” to accept the default and go to the “Next” button followed by “Enter”.

Report Title

We now come to the final section of the report where you are asked to provide a title for your report.
Simply type in the required title and hit “Enter”, your completed report will open.
Save using “Ctrl + S” and close the report window by doing “Ctrl + W”.

23. Using a named query create a grouped report, using all of the field headings. Group by given field names.  Show the min value for a specified field.  Edit the Min label to read Min Value.  Save the report under a given name.

The easiest way to create a report with differing options using a screenreader is to use the report wizard.  Start by locating the reports section, do this by hitting “tab” so that Jaws echoes “Tables” and then tap the down arrow to go to “Reports” followed by “Enter”.  Now locate “Create Report using wizard” by using the “Up and Down” arrow keys, then hit “Enter”.   A “Report Wizard” window will open, start by doing “Shift + tab” to locate the “Tables/Queries” drop down list box, now do “Alt + tab” to access the contents of the list box and use the “Up and down” arrow keys to select the required query.  A message box will then appear telling you to select  the fields you require in the report, simply hit “Enter” to confirm as we are now going to select the fields.  As you are required to add all the fields from a selected table, tap “tab” until you reach the “double right arrow” button and then hit “Enter”, this will add all the fields from the available fields list box to the selected fields list box.  Now do “Ctrl + tab” to go to the “Next” button and hit “Enter”.

Adjusting Grouping Levels and Options.

You will now be asked what grouping levels you wish to add, if Jaws does not echo anything sensible try doing “Insert + B” to echo the whole screen.  To add groupings, use the up and down arrow key to select a named field and then tap “Tab” to go to the “single right arrow” button followed by “Enter”.  If you make a mistake then you can move the fields from the report back into the list by selecting them and then tapping “tab” to go to “single left arrow” followed by “Enter”.

If you need to access the grouping options button do “Ctrl + tab” and then tap “tab” until you reach it.  We simply wish to accept the default settings so tap “tab” until you get to “Next” and hit “Enter”.

You are now asked what sort and summary order you require for your fields. 

Setting a sort order.

You will automatically be placed in the list box to select a field name for sorting.  If you need to specify a field for sorting do “Alt + Down arrow” and then select the field using the up and down arrow key.

Setting the min price.

Tap “tab” until you reach the “Summary Options” button, and then hit “Enter”.  A “Summary Options” window will open,  tap “tab“ until you reach the “Min” checkbox, then hit the “spacebar” to check the box, followed by “Enter” to confirm changes and close the summary options window.  Now go to the “Next” button by doing “Ctrl + tab” followed by “Enter”.

Report Layout

You are now asked what layout you require for your report.
This is where you can change the layout or the page orientation, use the “tab” keys and “arrow” keys to change your selection.  If you simply require the default do “Ctrl + tab” to go to the “Next” button and hit “Enter”.

Report Style

You are now asked what style you wish your report to be, use the “Up and Down” arrow keys to change your selection or do “Ctrl + tab” to accept the default and go to the “Next” button followed by “Enter”.

Report Title

We now come to the final section of the report where you are asked to provide a title for your report.
Simply type in the required title and hit “Enter”, your completed report will open.
Save using “Ctrl + S” and close the report window by doing “Ctrl + W”.

Altering the labels.

This is quite tricky, but can be done.  Once you have closed the report window select the report you have just finished using the up and down arrow keys and tap the “Right Mouse button” key, followed by “Down arrow” key to go to “Design View”.  Start by getting a full screen echo doing “Ctrl + B” to try and work out in which section the labels you need to change are.  Change sections using “tab” and once you reach the section where the labels are do, “Ctrl + tab” to get into the  elements within that section. To edit the label hit “F2” and alter the label.  Save changes by doing “Ctrl + S” and then close the window by doing “Ctrl + W”.

24. Open the Evening Course Prices report and change the orientation to landscape.

Select the required report using the “Up and down” arrow keys, followed by “Enter”.  Now tap the “right mouse button” key and then tap the down arrow to go to “Design View” followed by “Enter”.   Access the “File” menu by tapping “Alt” and then “Down arrow” to “Page Setup”, followed by “Enter”,  a page setup window will open.  Now do “Ctrl + tab” to get to the “Page” section, now tap “tab” to go to “Orientation” and then use the “Up and down” arrow keys to change the orientation followed by “Enter”.