Intermediate Access: Center for Teaching Advancement and Assessment Research On Creating a Database from Scratch

Marcie Anszperger Center for Teaching Advancement and Assessment Research

Databases: where to start? Why do you need a database? How many people will share? Who is in charge – the database administrator (you) Is there pre-existing data you need to incorporate? Excel or Access? What reports do you need to generate?

Databases: where to start? What is the purpose of your database? Data collection Name & address lists Inventory Keep financial records

Databases: where to start? What is the most important piece of equipment you need for designing an Access database? Answer: a cocktail napkin.

My database

Databases: where to start? Sketch out a diagram Organize groups of fields into appropriate tables Avoid duplicating identical information in several tables You will only need to update once Eliminate the risk of duplicate entries containing different information

Databases: where to start? Talk with potential users of your database Brainstorm basic functionality vs. nice- to-have features Determine if they have data you can use Consider combining similar records from multiple users into one comprehensive database How will new data be entered?

Databases: other considerations Who will design the database? Who will administrate the day-to-day operation of your database? Backups Create documentation! Address security issues

Databases: on a roll Determine a key field for each table Uniquely identifies records Helps with searches, sorts & general database utilities Key fields are crucial to the design of relational databases in Access You can have Access automatically generate one with the AutoNumber field type

Determining Database Fields: Dos Make a list of fields you think you might need for each table Look at sample reports for potential fields Separate combined fields into the smallest logical units Easier to sort & query data Consider YES/NO fields Use easily recognizable field names Try to use lookup tables to standardize data Multiple value lookup selections

Determining Database Fields: Donts Dont combine multiple objects in one field: e.g. Paramus, NJ Difficult to search, sort, & find Dont use calculations in a table Do the math in a query Dont use multiples of the same field in your table

Database Forms Make data entry & management easier and more accurate New design tools in Access 2007 and 2010 make form creation easier than ever Create forms after your tables have been finalized – forms take advantage of lookups, validation rules and parameters built into the table

Database Forms Datasheet forms can simulate the standard table view One form can be used for data entry, browsing records and data management Forms can be based on either tables or queries

Managing a Switchboard/Menu Create a menu-driven database system Simplifies end-user database management Menus can have submenus Limit of 8 objects per menu – submenus can multiply functionality Menus can be opened automatically Use enhanced form design tools to design menus