1. Creating a Communications Database in Access Chris Knauer, University Registrar Will Espin, Associate Registrar

2. Please silence your phone. Thank you.

3. Before We Start Introductions Communications DB From the University Registrar Perspective

4. Weekly Reminder Demo

5. Some Communications Problems

6. Problems How do I keep a record of what was sent and to whom? How do I keep track of cyclical tasks? How can I be sure to improve on what was done last time? Problematic Approaches Create an Excel spreadsheet and link to files. – files moved or deleted Create an Excel spreadsheet or Outlook Calendar – not everyone can see it, unsychronized Create an Excel spreadsheet

7. Project Database Template Downloaded Access template from Office.Microsoft.com Office.Microsoft.com Made some modifications for our use

8. Basic Structure – Project Database Project 1Project 2Project 3

9. Basic Structure – Project Database Commencement Fair New Student Email Academic Calendar Notification

10. Projects and Tasks Task 1Task 2Task 3

11. Projects and Tasks Commencement Fair 2013 Fall Commencement Fair 2014 Spring Commencement Fair 2014 Fall Commencement Fair Project

12. Communications DB

13. Communications DB - Report

14. Communications DB – Report 2

15. Communications DB – Task (x)

16. Task (x) - Attachments

17. Task (x) – Attachments - Adding

18. Task (x) – Attachments – Adding data

19. Task (x) – Attachments – Open/Edit

20. Task – Ready to Go

21. Monday Morning Report

22. Macro – Distribute Report

23. Employees Table

24. Projects Table

25. Tasks Table

26. Creating a Project and Task Demo

27. Send Email to Get Links Send Email to mwespin@uncc.edumwespin@uncc.edu In the subject line type: 12345 You’ll receive links to three files: The database Back End, Front End, and this PowerPoint

28. Setting DB Up Download and save the files into a location you’ll be able to find. I’d suggest creating a new folder on your desktop for testing, and then one on your network later for departmental use. Link the Front End to the Back End database Open the database FrontEnd and Right Click on the Projects table. Select ‘Linked Table Manager’

29. Table Linking Check all the boxes including the ‘Always prompt for new location’. Select Ok

30. Table Linking Locate the BackEnd database and select Open

31. Table Linking Uncheck all the boxes and ‘Close’. You shouldn’t have to re-do this process unless the BackEnd File location changes.

32. Front End Database If you decide to deploy this application: Place the BackEnd on a shared network. Link the FrontEnd Copy the FrontEnd and each user should have their own copy on their own computer. Each FrontEnd should remain linked properly. If you experience a problem, relink the personal copy of the FrontEnd once more to the BackEnd.

33. Questions? Thank You!