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
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 !”
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
Tables
Fields & Records
Forms
Reports
Queries
• 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!
• Databases
are truly powerful when the Data is used…Well.
• Merging
data with documents gives you power.