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Access Seminar at DMA James P. Dildine Tracy Nickless

Access Seminar at DMA James P. Dildine Tracy 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

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Access Seminar at DMA James P. Dildine Tracy Nickless

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  1. Access Seminar at DMAJames P. DildineTracy Nickless

  2. What is a Database • Databases • Card Catalogue? • Index Cards? • Recipe Box? • Recipe Book? • CD Collection? • The World Wide Web?

  3. What is a Database • ANY System for Data…. • Entry, • Organization, • Manipulation, • Analysis • Information or DATA !!! With specific needs and goals.

  4. 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

  5. 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)

  6. 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)

  7. 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

  8. 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

  9. 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)

  10. First a Table • Click “Tables” • Click “New” • Start in “Design View” • Create your fields (decide on type and specificity)

  11. 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

  12. 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

  13. Finally Report your Data • Click “Reports” • Click “New” • Click “Report Wizard” • Choose the Query/Table you want to report • Follow the wizard’s directions

  14. 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

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

  16. 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.

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