1 Welcome to Technology The Public Library of Charlotte &Mecklenburg County

2 Maintaining Your Address Book using Microsoft Access 2003 Instructor: Mary Wright

3 By the end of this workshop, you should be able to: 1.Operate a Database Navigate the menu systems. Use the help feature. Minimize and maximize the database window. Minimize and maximize the database application. 2.Access a Database Open and exit database software. Open and close a database 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.. 4.Manage a Database Search a database. Scroll through a database. Sort database records. Edit existing data.

What is a Database?

5 database 1) Often abbreviated DB. A collection of information organized in such a way that a computer program can quickly select desired pieces of data. You can think of a database as an electronic filing system.computerprogramselectdatadatabasesystem Traditional databases are organized by fields, records, and tables. A field is a single piece of information; a record is one complete set of fields; and a table is a collection of records. For example, a telephone book is analogous to a table. It contains a list of records, each of which consists of three fields: name, address, and telephone number.fieldsrecords

6 Here is an example of a simple database. The database has 3 records. Each record has 4 fields: the Name field, the Address field, the City field, and the Phone Number field TekMom's Tech Buzzwords for Students

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What are database objects?

9 TABLES QUERIES FORMS REPORTS

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11 © 2007 Microsoft Corporation. All rights reserved.

12 © 2007 Microsoft Corporation. All rights reserved.

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OPEN Microsoft Access 2003

16 Step 1: Click START. Step 2: Click MICROSOFT OFFICE. Step 3: Click MICROSOFT OFFICE ACCESS 2003.

CREATE A NEW DATABASE.

18 Step 4: CLICK CREATE A NEW FILE…

19 Step 5: CLICK BLANK DATABASE.

SAVE A NEW DATABASE. Step 6: INSERT A 3 ½ “ FLOPPY DISK INTO THE FLOPPY DRIVE A.

21 Step 7: CLICK THE DOWN ARROW TO THE RIGHT OF THE SAVE IN…BOX. Step 8: CLICK 3 ½ Floppy (A:)

22 Step 9: CLICK THE DOWN ARROW TO THE RIGHT OF THE FILE NAME…BOX. Step 10: PRESS THE BACKSPACE KEY TO CLEAR “db1.mdb”.

23 Step 11: TYPE A NAME FOR YOUR NEW DATABASE IN THE FILE NAME…BOX. Step 12: CLICK CREATE.

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CLOSE A DATABASE.

26 Step 13: CLICK File. Step 14: CLICK Close.

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OPEN A SAVED DATABASE.

29 Step 15: CLICK File. Step 16: CLICK Open.

30 Step 17: CLICK THE DOWN ARROW TO THE RIGHT OF THE LOOK IN…BOX. Step 18: CLICK 3 ½ Floppy (A:)

31 Step 19: CLICK on the name of your database file. Step 20: CLICK Open.

32 Step 21: Click NO.

33 Step 22: Click OPEN.

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CREATE A NEW TABLE. Address Book

36 Step 23: CLICK “Tables”. CLICK “Create table by using wizard.” CLICK Open.

37 Step 24: CLICK PERSONAL. Step 25: SCROLL DOWN under “SAMPLES TABLES:” and CLICK “ADDRESSES”.

38 STEP 26: 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.

39 Step 27: Type a name for your table in the text box provided under : “What do you want to name your table?” Step 28:CLICK “Yes, set a primary key for me.” CLICK NEXT.

40 Step 29: CLICK “Enter data into the table using a form the wizard creates for me.” CLICK the FINISH button.

41 Step 30 : CLICK in each field to enter data, or press the TAB key to travel from field to field, and from record to record. Step 31 : To save the changes: CLICK File. CLICK Close. CLICK Yes. Type a name for your form in the Save As box. CLICK OK.

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CHANGE THE STYLE OF A FORM.

44 Step 32:CLICK Forms. CLICK on your address book form. CLICK Design.

45 Step 33:CLICK the Select Form button. CLICK Format. CLICK AutoFormat.

46 Step 34:CLICK on the style of your choice. CLICK NEXT.

47 Step 35: CLICK File. CLICK Close. CLICK Yes.

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ENTER DATA. For practice data, copy & paste the following link in the address bar of your browser:

50 Step 36 :CLICK Forms. CLICK on the name of your form. CLICK Open.

51 Step 37 :CLICK in each field to enter data, or press the TAB key to travel from field to field, and from record to record. Step 38:To save the changes: CLICK File. CLICK Close. CLICK Yes.

SORT RECORDS

53 Step 39 :CLICK the Sort Ascending button to sort the records from A to Z.

54 Step 40 :CLICK the Sort Descending button to sort the records from A to Z.

ADD A RECORD

56 Step 41 :CLICK the New Record button to add a new record.

DELETE A RECORD

58 Step 42:CLICK the Delete Record button to delete a record.

59 Step 43:Verify that you want to delete the record by clicking Yes. If you do not want to delete the record, click No.

SEARCH FOR A RECORD

61 Step 44:To search for a record: CLICK the field you want to search. 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 .

FILTER RECORDS

63 Step 45:CLICK the Filter by Form button.

64 Step 46:CLICK in the field you want to filter by. CLICK the down arrow that appears. CLICK the field type.

65 Step 47:CLICK the Apply Filter button.

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67 Step 48 :CLICK the Remove Filter button.

68 Step 49 :CLICK File. CLICK Close.

CREATE A REPORT

70 Step 50:CLICK Reports. CLICK “Create report by using wizard.” CLICK New.

71 Step 51: CLICK Report Wizard. CLICK the desired table on which you want your report based. Click OK.

72 Step 52: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.

73 Step 53: CLICK NEXT.

74 Step 54: 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 or you may leave it blank.. CLICK Next.

75 Step 55: CLICK Justified. CLICK Portrait. CLICK Next.

76 Step 56: CLICK on the report style of your choice. CLICK Next.

77 Step 57: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.

78 Step 58:CLICK the right- facing 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.

79 Step 60: To close the database you have created: CLICK File. CLICK Close. To close Microsoft Access: CLICK File. CLICK Exit.

80 Step 59:To Close Microsoft Access: CLICK File.. Step 60:CLICK Exit.

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82 Would you like a copy of the presentation we used during class for review and practice? Type the above URL in the address bar of your browser. If you have a Google account, LOG IN. If you don’t have a Google account, CLICK the GET STARTED button to create one, or CLICK : View published presentation in a new window View published presentation in a new window. to start the presentation without logging in.

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84 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:

85 Free Learning Opportunities © GCFLearnFree.org. All rights reserved. This website is administered by Goodwill Industries and is supported by the Goodwill Community Foundation. GCF GLOBAL LEARNING® is a free computer and life-skill training program that offers online learning opportunities in English and Spanish. Goodwill Industries- GCF Global Learning

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87 To search for ebooks on ACCESS 2003: Log onto Click RESEARCH/HOMEWORK Click NetLibrary. Type Access 2003.

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89 Join us for the next class: Managing Your Multimedia Collection using Microsoft Access 2003