Access Seminar at DMAJames P. DildineTracy Nickless

What is a Database

• Databases– Card Catalogue?– Index Cards?– Recipe Box?– Recipe Book?– CD Collection?– The World Wide Web?

What is a Database

• ANY System for Data….– Entry,– Organization,– Manipulation,– Analysis

• Information or DATA !!! With specific needs and goals.

Why Would YOU Want/Use a Database

• Personal Information– Address Book– Recipe/Video Collection

• Organizational Information– Surveys– Orders– Enrollment– Mailing/Billing Info

• Store, Find, Use, & Analyze Information

Terminology(that I will be using)

• Tables (Main Feature of an Access Database) Components:– Records (Each/Every Piece of Info)– Fields (Info Collected for each record)

• Number, Text, Memo

• Forms (Wizard – Present/Enter Data Nicely)• Reports (Wizard – Present Data Analysis Results)• Queries (Find/Summarize/Calculate Specific

Information)

Plan ! For a Database

• PURPOSE– Why do you want a database?– What type of information will you be

collecting?– How will it be organized and analyzed?– What types of tables and fields will you need?

(Reports and forms can be created later)

Key to a Successful Database“Be Specific !”

• Example: – Field:Last Name = Dildine,

Field:First Name = Jim, – NOT Name = Jim Dildine

• Know what you want!• Know What type of information you want!

– Numbers? Text?

• More Fields = More Information = More ways to find answers = Easier Database to manage

Another Key to a Successful Database - Help

• Do Not be Afraid to use the Help (a database too) Built into Access….

• Again Be specific when asking for help

Create Your Database

• Remember to PLAN

• Start with a Blank Database

• Save it in a “good” location (like the desktop or a folder you can remember)

First a Table

• Click “Tables”

• Click “New”

• Start in “Design View”

• Create your fields (decide on type and specificity)

Then a Form – for Easy Data Entry

• Click “Forms”

• Click “New”

• Goto “Form Wizard”

• Choose the Table you made in the last step

• Follow the “wizard” directions

Next a Simple Query

• Click “Queries”

• Click “New”

• Choose “Design View”

• Decide the data (fields) you would like to search and query.

• Decide how you would like the data returned

Finally Report your Data

• Click “Reports”

• Click “New”

• Click “Report Wizard”

• Choose the Query/Table you want to report

• Follow the wizard’s directions

Finally -- Make it YOURS -- Forms

• Colors (Design View)– Whatever you want or think others will respond

to.

• Formatting (Design View)– Emphasis and Focus

• Organization (Design View)– Make Data Entry Easier

Sample – Birthday Database

• All components of a “Good” Database– Table (various & specific fields), – Form, – Query (who’s birthday in what month?), – Report

Merge the Data?

• In addition to Reports you can use Word to Tailor Documents created from your data.

• Merged Documents!• Try this one• Databases are truly powerful when the Data

is used…Well.• Merging data with documents gives you

power.