Access Seminar at DMA
James P. Dildine
Tracy Nickless
[Download PowerPoint]

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

(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 !”

Another Key to a Successful Database - 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


Fields & Records




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.