Creating a Database Angelo Lafratta- Website: Search: Keith Valley Physical Educationwww.hatboro-horsham.org Keith Valley Health and Physical Education Department 1

2

Using Microsoft Excel to Track Performance 3

Create an Excel Sheet Important Items Student ID – used for tracking students progress from year to year- also can be used to compare fitness scores to academic progress and standardized tests. Sorting Factor – how you want class sort students Day/ grade- on which days students have PE on (ex. A,C,E) Student Birthday- PE Teacher – Homeroom Teacher – Graduating year Parent Gender Grade Other Information (that you would enter) Fall fitness scores (ex. Push-ups, sit-ups, mile run, flexibility) Spring fitness scores 4

Open a New Database 1.Open Microsoft Access 2.Click blank database 3.Name database 4.Click folder to choose a location to save file 5.Click create

Enter Data Access automatically opens a new table. You can choose to ……. – Enter student info manually – Copy and paste student info from another location (ex. Power Teacher ) – Import an Excel Spreadsheet. Import an Excel Spreadsheet 6

Importing External Data 1.Choose the External Data Tab 2.Click Excel 3.This will open a wizard follow directions to import spreadsheet

Using Import Wizard 1.Click Browse button to find file 2.Click the import button 3.Click ok

Select the sheet you want to import and click next. 9

1.Make sure the check box is filled in 2.Click next

1.Click on the column heading to change the field name- type in the field name box 2.You can choose not to import a field by clicking the check box 3.When complete click the next button

1.Click choose my own primary key and select ID Field 2.You may get an error later in the process if a student is missing an ID or if there is a duplicate for some reason. 3.Click next

1.Name File – use something specific ex fit scores 2.Click Finish 3.You may get an error after clicking finish if the formats are not correct 13

1. Click close 14

1.Click your file to open it 2.Enter info by typing in each box – similar to a spreadsheet 3.By clicking the arrow next to each column heading you can sort your info

Importing Another File If you have more than one file to import repeat the directions. – Example – if you have fitness scores for the same class from a different year. 16

Making Adjustments to Imported Tables Open Table Click View button > select design view 17

Making Adjustments to Imported Tables Field NameData TypeProperty Settings Student IDNumber select field size – long integer Student NameText Change field size to 60 PE TeacherText change field size to 25 (for just last name) DAYText change field size 3 (we use letter days) GenderText8 BirthdayDateShort date GradeNumberSingle Grad yearNumber Long integer HomeroomTextField size 25 Parent TextField size 100 Push-UpNumberlong integer Sit-UpNumber field size –long integer MileDate/Time Set format as [h]:mm:ss Sit and ReachNumberset size to single and set decimal places to 1 Select each field name Select the data type Make changes to property settings 18

****Save Changes to File when you finish**** While you are in design view you can assign the primary key to the ID column. Just select the ID column and then click the primary key. You will see a small key next to the field name. Click close and save changes. If an error shows up, take the primary key off and return to the table view. If there are extra rows with no info please delete any rows without student info. then return to previous steps. Making Adjustments to Imported Tables 19

Linking Data from year to year The key to using a database is being able to link student fitness scores from year to year. You need at least two years of info to link students scores. Follow directions on the following slides to link data. 20

Linking Data/ Creating Relationships We need to tell the program two important things – What tables do we want to link together? – What is the link that ties these two tables together (Student ID)? 21

Linking Data/ Creating Relationships 1.Open one of the tables 2.Click the datasheet tab 3.Select relationships 22

1.The “Show Table” box will pop up 2.Select each table and click add 3.Click close Linking Data/ Creating Relationships 23

1.Pull and drag the ID field name from one box across towards the other ID field- start with most recent and move to previous years. 2.Edit Relationships box will pop up 3.Make sure ID is shown under table/ query and under related table/ query 4.See next slide Linking Data/ Creating Relationships 24

1.Click join type- select 2 nd option so it will add any new students from this year and will not include students from last year that are not in school this year. 2.It should read something like………. “Include all records from “(most recent year)” and only those records from “(previous year)” where joined fields are equal. This will make sure that students who were enrolled last year but not this year are not included. 3.Click ok 4.Click ok again 5.A solid line should then be drawn connecting both ID Fields 6.Now your files are linked/ related- click the close button – you want to save changes Linking Data/ Creating Relationships 25

Create a Form A form is a screen where you can find all information related to an individual student. You may also use a form to enter students data individually. Forms are the most accurate way to enter info. A card size form could be printed and used to handwrite info before transferring it to the database. 26

Creating a Form 1.Select this year’s fit scores table 2.Click the create tab 3.Select more forms and click form wizard 27

Using Form Wizard 1.Make sure you start with your most recent table – in this case Use the single arrow (pointing to the right) to select single fields you would like to include. Use the double arrow to select all fields. **** I like to add names and ID from both tables to make sure they are linked properly. You can delete one set later. 1.Repeat steps 1 and 2 to add other tables 2.Use the drop down labeled Tables/ Queries to find other tables. 3.Click next 28

Using Form Wizard 1.Select Columnar to make Individual reports 2.Or ->Select datasheet to see all info merged into one spreadsheet 3.Click next 29

Using Form Wizard 1.Choose none – it makes it easier when copying in black and white. 2.Click next 30

Using Form Wizard Final step 1.Name file – I like to add “Form” to the title for reference 2.Click finish 31

Manipulating Form Access will automatically drop fields inside the form box. You can always move things around later. Moving Around in Form Under the home tab is a button that says view. There are 3 types of views. Form View – You can make changes to the info inside the fields here, add or delete student info. Layout View – Is where you can move fields. Design View – Is where you can manipulate the fields themselves – move things around or delete a field all together. 32

We are now going to re-arrange fields 1.Make sure you are in layout view 2.You can pull and re-size boxes to fit your style Manipulating Form 33

After arranging files how I want them set up. 1. You can add clip art or logos from here by clicking the logo button. Manipulating Form 34

Final View – click arrow buttons to sort through student records. Notice how it only shows info for John Smith. 35

Queries Queries can also be used to tie multiple tables together and show all info you choose in one spreadsheet. 36

Queries You can use the query wizard to help you create your own. 1.Click the create tab and select query wizard 2.Select simple query 3.Insert tables as before using most recent first, then additional files. 4.Select next when finished 37

Queries Select the detail button and click next 38

Queries Name and click finish 39

Queries Final View Minor adjustments can be made right in that sheet (font size, column size etc.) 40

Report View A report can be used two ways – As an individual report – As a class/ group report 41

Creating an Individual Report 1.Select the files you would like to use 2.Click report wizard on the create tab 3.Select the tables / queries you would like to add 4.Select the fields you would like to add 5.Click next Step 1 42

Creating an Individual Report 1.Click next – no need for grouping now 2.Click next again on sorting screen Step 2 43

Creating an Individual Report 1.Select Columnar 2.Select paper orientation 3.Click next Step 3 44

Creating an Individual Report 1.Select style as none and click next Step 4 45

Creating an Individual Report 1.Name file and click finish 2.This will give you an individual report for each student Step 5 46

Creating an Individual Report 1.Individual report 2.Records can be moved and adjusted as needed. 3.Click the home tab> select View tab and choose design view. 4.Click arrange tab > click CTRL + A buttons then choose the remove button (in the control layout box). Step 6 47

Creating an Individual Report KV Individual Student Report 48

Creating an Class/Group Report 1.Follow steps 1-2 for creating an individual report 2.Choose tabular this time instead of columnar 3.Return to directions for individual report and follow steps

Creating an Class/Group Report 1.After you click finish and save a copy of your report will pop up. It may need to be adjusted. 2.To adjust report go back to design view and resize as needed. 3.You may also want to delete unnecessary items in your report or switch to landscape view. 50

Final View Class/Group Report 51

Fitness Reports to Parents ***This is an advanced step and takes many extra steps**** There is a way to student data to parents instead of sending a paper copy home. This involves a mail merge with Microsoft Word. This will only work if you have a list of students addresses. If you are interested in learning how to reports home please contact us. 52

Other Important Info Backup database often – – Windows button – manage- backup database – Save to secure network folder Repair and Compact database – Windows button – manage- Repair and compact Reduces file size, speeds up searches, repairs any errors that may become a problem Split database- use for multiple users – Database tools- move data section – Splits database into two parts – Front end- holds forms, queries, and reports – Back-end – holds only tables – Put back end in secure location where only administrator can access. – If a table is deleted from the front end it will not affect the original table in the backend database. 53