Transcript Managing Your Multimedia Collection Using Microsoft Access 2003

Welcome to Technology Training @
The
Public Library of Charlotte &Mecklenburg County
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• Managing Your Multimedia Collection
using Microsoft Access 2003
• Instructor: Mary Wright
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By the end of this workshop, you
should be able to:
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
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Operate a Database
Navigate the menu systems.
Use the help feature.
Minimize and maximize the
database window.
 Minimize and maximize the
database application.
3. Create a Database
 Design and create a new
database.
 Create an auto-form for data
entry.
 Enter data using a form.
 Create and print a report..
2. Access a Database
 Open and exit database
software.
 Open and close a database
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Manage a Database
Search a database.
Scroll through a database.
Sort database records.
Edit existing data.
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What is a Database?
http://www.britanica.com
database
also called electronic database any collection of data, or information, that
is specially organized for rapid search and retrieval by a computer. A database
is stored as a file or a set of files on magnetic disk or tape, optical disk, or
some other secondary storage device. The information in these files may be
broken down into records, each of which consists of one or more fields. Fields
are the basic units of data storage, and each field typically contains
information pertaining to one aspect or attribute of the entity described by the
database. Records are also organized into tables that include information
about relationships between its various fields.
Databases are structured to facilitate the storage, retrieval, modification, and
deletion of data in conjunction with various data-processing operations. A
database management system (DBMS) extracts information from the database
in response to queries.
Typical examples of databases include employee records and product catalogs.
For full treatment, see computer science: Information systems and
databases; information processing.
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What are the names of four popular
database applications?
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Microsoft Access
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IBM DB2
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FileMaker Pro
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http://office.microsoft.com/en-us/access/HA011189511033.aspx
Training
Home > Help and How-to > Training > Access 2003
Quick Reference Card - Get to know Access
TABLES
Tables store data, so they're essential
building blocks of any database.
A database should have a separate table
for every major subject of information,
such as employee records, customer
orders, shipping methods, or suppliers.
Data should not be duplicated in multiple
tables.
Each table contains rows called records
and columns called fields.
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http://office.microsoft.com/en-us/access/HA011189511033.aspx
Training
Home > Help and How-to > Training > Access 2003
Quick Reference Card - Get to know Access
PRIMARY KEY
To distinguish one record from another,
tables can contain a primary key field.
The primary key is an identifier—such as
a part number, a product code, or an
Employee ID—that's unique to each
record.
The primary key should be a piece of
information that won't change
frequently.
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© 2007 Microsoft Corporation. All rights reserved.
http://office.microsoft.com/en-us/access/HA011189511033.aspx
Training
Home > Help and How-to > Training > Access 2003
Quick Reference Card - Get to know Access
FORMS
Forms enable people to enter or view data
in your database easily.
Forms control and simplify data input. As
people enter data into a form, it is saved in
an underlying table.
Forms make data from a table or a query
easier to understand by presenting it in
visually appealing designs.
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http://office.microsoft.com/en-us/access/HA011189511033.aspx
Training
Home > Help and How-to > Training > Access 2003
Quick Reference Card - Get to know Access
REPORTS
Reports convert data into documents.
Reports come in various shapes and sizes, but
they are all designed to present your data in
print.
Reports provide methods to format the
appearance of your data in the ways that are
most effective for your purpose.
Using reports, you can group your data,
perform calculations on it, and add headings
and other formatting to make it more
meaningful and easier to read.
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http://office.microsoft.com/en-us/access/HA011189511033.aspx
Training
Home > Help and How-to > Training > Access 2003
Quick Reference Card - Get to know Access
QUERIES
Queries can answer questions by retrieving,
filtering, assembling, and sorting data from
your database.
When a query finds data and shows it to you, it
can also process that data according to your
instructions.
A query can perform calculations using the
data ("What is the sales total minus shipping costs?"),
update the data, and
combine data from different tables.
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© 2007 Microsoft Corporation. All rights reserved.
OPEN
Microsoft Access 2003
Step 1: Click START.
Step 2: Click MICROSOFT OFFICE.
Step 3: Click MICROSOFT OFFICE ACCESS 2003.
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CREATE A NEW DATABASE.
Step 4: CLICK CREATE A NEW FILE…
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Step 5: CLICK BLANK DATABASE.
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SAVE A NEW DATABASE.
Step 6: INSERT A 3 ½ “ FLOPPY
DISK INTO THE FLOPPY DRIVE A.
Step 6: CLICK THE DOWN
ARROW TO THE RIGHT OF
THE SAVE IN…BOX.
Step 7: CLICK 3 ½ Floppy (A:)
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Step 8: CLICK THE DOWN
ARROW TO THE RIGHT OF
THE FILE NAME…BOX.
Step 9: PRESS THE
BACKSPACE KEY TO
CLEAR “db1.mdb”.
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Step 10: TYPE A NAME FOR
YOUR NEW DATABASE IN
THE FILE NAME…BOX.
Step 11: CLICK CREATE.
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CREATE A NEW TABLE.
Video Collection
Step 12: CLICK “Tables”.
CLICK “Create table by using wizard.”
CLICK Open.
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Step 13: CLICK PERSONAL.
Step 14: SCROLL DOWN under
“SAMPLES TABLES:” and
CLICK “VIDEO COLLECTION”.
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STEP 15:
Under “SAMPLE
FIELDS: “CLICK on
the field you would like
to include in your new
table. CLICK the
single right-facing
arrow (>) to send the
field to the “Fields in
my new table” box.
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Step 16: Now we will rename
fields so that you will be able to
enter the actual names of various
artists. CLICK ActressID in the
“Fields in my new table:” box.
Click the “Rename Field…”
button. Type the word
ActressName (NO SPACE) in
the “Rename field:” text box.
CLICK OK.
Repeat this renaming procedure
for: ActorID, DirectorID, and
When finished, CLICK NEXT.
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Step 17: Type a name for your table in the text
box provided under :
“What do you want to name your table?”
Step 18: CLICK “No, I’ll set the primary key.”
CLICK NEXT.
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Step 19: CLICK VideoCollectionID under the heading:
What field will hold data that is unique for each record?
Step 20: CLICK “Numbers and/or letters I enter when I
add new records.” CLICK NEXT.
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Step 21: CLICK
“Modify the table design.”
CLICK the FINISH button.
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Step 22: CLICK VideoCollectionID in the Field Name column.
Press the TAB key.
CLICK the down arrow in the Data Type column.
CLICK Text.
Repeat this procedure for: ActressName ActorName,
DirectorName, and ProducerName
Step 23: CLICK SampleVideoClip in the Field Name column.
Delete the word “Sample”.
Press the TAB key.
CLICK the down arrow in the Data Type column.
CLICK Hyperlink.
Step 24: To Save the changes:
CLICK FILE.
CLICK CLOSE.
CLICK YES.
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CREATE A NEW TABLE.
Music Collection
Step 25: CLICK “Tables”.
CLICK “Create table by using wizard.”
CLICK Open.
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Step 26: CLICK PERSONAL.
Step 27: SCROLL DOWN under
“SAMPLES TABLES:” and
CLICK “Recordings”.
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STEP 28:
Under “SAMPLE
FIELDS: “CLICK on
the field you would like
to include in your new
table. CLICK the
single right-facing
arrow (>) to send the
field to the “Fields in
my new table” box.
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Step 29: Now we will rename fields so
that you will be able to enter the
actual names of various artists.
CLICK RecordingArtistID in the
“Fields in my new table:” box. Click
the “Rename Field…” button.
Type the word RecordingArtistName
(NO SPACE) in the “Rename field:”
text box. CLICK OK.
Repeat this renaming procedure for:
MusicCategoryID, and When
finished, CLICK NEXT.
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Step 30: Type a name for your table in the text
box provided under :
“What do you want to name your table?”
Step 31: CLICK “No, I’ll set the primary key.”
CLICK NEXT.
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Step 32: CLICK RecordingID under the heading:
What field will hold data that is unique for each record?
Step 33: CLICK “Numbers and/or letters I enter when I
add new records.” CLICK NEXT.
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Step 34: CLICK “NEXT”.
Do not relate your table to any other table.
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Step 35: CLICK
“Modify the table design.”
CLICK the FINISH button.
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Step 36: CLICK RecordingArtistName in the Field Name
column.
Press the TAB key.
CLICK the down arrow in the Data Type column.
CLICK Text.
Repeat this procedure for: MusicCategoryName
Step 37: To save the changes:
CLICK FILE.
CLICK CLOSE.
CLICK YES.
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CREATE A FORM TO ENTER
DATA INTO THE DATABASE.
Step 38: CLICK FORMS.
CLICK “Create form by using wizard”
CLICK Open.
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Step 39: CLICK the down arrow to the right of the
Tables/Queries box.
CLICK the desired table.
CLICK the double right-facing arrow (>>) to
send all the fields in your table to the “Selected Fields” box.
CLICK NEXT.
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Step 40: CLICK JUSTIFIED.
CLICK NEXT.
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Step 41: CLICK on the style of your choice.
CLICK NEXT.
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Step 42: Type a name for your form in the text
box provided under :
“What title do you want for your form?”
CLICK FINISH.
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ENTER DATA.
Step 43 : CLICK in each field
to enter data, or press the TAB
key to travel from field to field,
and from record to record.
Step 44 : To save the changes:
CLICK File.
CLICK Close.
CLICK Yes.
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SORT RECORDS
Step 45 : CLICK the Sort Ascending
button to sort the records from A to Z.
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Step 46 : CLICK the Sort Descending
button to sort the records from A to Z.
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ADD A RECORD
Step 47 : CLICK the
New Record button to add a
new record.
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DELETE A RECORD
Step 48: CLICK the
Delete Record button to
delete a record.
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Step 49: Verify that you want to delete
the record by clicking Yes.
If you do not want to delete the
record, click No.
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SEARCH FOR A RECORD
Step 50: To search for a record:
CLICK the Find button.
Type the name of the
record in the Find What text box.
CLICK in the Look In box to
choose a table.
CLICK in the Match box and
choose Whole Field, Any Part of
Field, or Start of Field.
CLICK All, Up, or Down in the
Search box.
CLICK the Find Next button.
CLICK the Close Button .
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FILTER RECORDS
Step 51: CLICK the Filter by Form
button.
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Step 53: CLICK in the
field you want to filter by.
CLICK the down arrow
that appears.
CLICK the field type.
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Step 52: CLICK the
Apply Filter button.
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Step 53 : CLICK the
Remove Filter button.
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CREATE A REPORT
Step 53: CLICK Reports.
CLICK “Create report by using wizard.”
CLICK New.
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Step 54:
CLICK Report Wizard.
CLICK the desired table on
which you want your report
based.
Click OK.
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Step 55: CLICK the
down arrow to the right
of the Tables/Queries
box.
CLICK the desired table.
CLICK the double
right-facing arrow (>>)
to send all the fields in
your table to the
“Selected Fields” box.
CLICK NEXT.
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Step 56:
CLICK NEXT.
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Step 55: CLICK the
down arrow under the
heading: You can sort
records by up to four
fields, in either
ascending or
descending order.
CLICK the field or
you want to sort.
CLICK Next.
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Step 56:
CLICK Justified.
CLICK Portrait.
CLICK Next.
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Step 57:
CLICK on the report style
of your choice.
CLICK Next.
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Step 58: Type a name for your report in the
text box provided under:
“What title do you want for your report?”
CLICK “Preview the report.”
CLICK Finish.
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Step 59: CLICK the rightfacing arrow at the bottom
of the report window to go to
the next page of the report.
To Print the report:
CLICK File. CLICK Print.
Click OK.
CLICK File. CLICK Close
to close the report window
and return to the database
window.
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Step 60:
To close the database you have created:
CLICK File.
CLICK Close.
To close Microsoft Access:
CLICK File.
CLICK Exit.
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Would you like to practice your
database skills? Try the following
websites to continue your
education…
• Microsoft Access 2003 Courses
Self-paced training courses for Microsoft
software are available from Microsoft.
They can be accessed at:
http://office.microsoft.com/en-us/training/default.aspx
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