Transcript Access Seminar at DMA

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
• 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.