Access Seminar at DMA James P. Dildine Tracy Nickless

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Access Seminar at DMAJames P. DildineTracy
Nickless
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What is a Database

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

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What is a Database

• ANY System for Data.
• Entry,
• Organization,
• Manipulation,
• Analysis
• Information or DATA !!! With specific needs and
  goals.

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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

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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)

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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)

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Key to a Successful DatabaseBe Specific !

• Example
• FieldLast Name Dildine, FieldFirst 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

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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

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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)

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First a Table

• Click Tables
• Click New
• Start in Design View
• Create your fields (decide on type and
  specificity)

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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

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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

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Finally Report your Data

• Click Reports
• Click New
• Click Report Wizard
• Choose the Query/Table you want to report
• Follow the wizards directions

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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

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Tables
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Fields Records
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Forms
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Reports
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Queries
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Sample Birthday Database

• All components of a Good Database
• Table (various specific fields),
• Form,
• Query (whos birthday in what month?),
• Report

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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
  usedWell.
• Merging data with documents gives you power.