1. IAGAP Access Database A Tutorial

2. Databases There are several databases available from the IAGAP Project. There are several databases available from the IAGAP Project. –IAGAP_Fish_Data –IAGAP_Fish_Data_Reviewed –IAGAP_Fish_Data_Cross_Reference –IAGAP_Fish_Data_Entry –IAGAP_Fish_Data_final –Predicted_segments_by_species –Historic_Data_Not_Entered

3. Databases –IAGAP_Fish_Data: original database- contains all data collected initially. This includes samples and sampled species that were thrown out by reviewers, as well as other possible mistakes. I left it intact, just in case. –IAGAP_Fish_Data_Reviewed: contains all data collected with reviewers comments incorporated. This is the database that is used by IRIS. –IAGAP_Fish_Data_Cross_Reference: contains information gathered from raw data (such as collector’s original sample numbers, etc.) that allows one to track back to the original data from the IAGAP database. It was not updated with the reviews, so it reflects the original IAGAP_Fish_Data database more than the other databases (may contain mistakes but is still extremely useful)

4. Databases –IAGAP_Fish_Data_Entry: this is the database that contains the forms for data entry. It is the easiest way to look at individual samples. Currently related to original IAGAP_Fish_Data database. Therefore changes made will only be found in that original database. –IAGAP_Fish_Data_final: this is the database that was used for the official IAGAP modeling process and was included in the final IAGAP CD. It only contains the samples used in the modeling process. –Predicted_segments_by_species: this database contains information about which segments are predicted to contain which species. Unlike other IAGAP products that predict at the individual species level, this allows for all species in a particular segment, i.e. a community sample. –Historic_Data_Not_Entered: this database simply lists the sources of data that were not entered into any of the above databases. The sources are located in a Iowa State University: University Extension box and are labeled with the corresponding number.

5. Access Basics: Tables

6. Tables: A table is a collection of data about a specific topic, such as collections or species. Using a separate table for each topic means that you store that data only once. A table is a collection of data about a specific topic, such as collections or species. Using a separate table for each topic means that you store that data only once. Tables organize data into columns (called fields) and rows (called records). For example, each field in a species table contains the same type of information for every collection, such as the species’ name. Each record in that table contains all the information about one species, such as the species' name, ID number, federal ranking, and so on. Tables organize data into columns (called fields) and rows (called records). For example, each field in a species table contains the same type of information for every collection, such as the species’ name. Each record in that table contains all the information about one species, such as the species' name, ID number, federal ranking, and so on. Tables are related to one another using a common field found in the tables so that Microsoft Access can bring together the data from the tables for viewing, editing, or printing. Tables are related to one another using a common field found in the tables so that Microsoft Access can bring together the data from the tables for viewing, editing, or printing.

7. Example Species Table A field: in this case, common name of all species A record: in this case, all the information about one species

8. Example Species Table SampleID is the common field that relates the Samples table to many other tables Species table is related to Samples table through the SampledSpecies table

9. Tables When you first open the database you will get to choose what objects you would like to work with: tables, queries, forms, etc. When you first open the database you will get to choose what objects you would like to work with: tables, queries, forms, etc. Just click on the object to highlight it (here Tables has been selected), then double-click the table, query, etc. to look at the data in the table. Just click on the object to highlight it (here Tables has been selected), then double-click the table, query, etc. to look at the data in the table.

10. Tables The data in a table looks like this: The data in a table looks like this:

11. Tables Without changing any data, you can organize what you are looking at in ascending or descending order for any field. This example used Species ID Without changing any data, you can organize what you are looking at in ascending or descending order for any field. This example used Species ID AscendingDescending

12. Tables Or you can click on the design button to look at the design of the table including field definitions Or you can click on the design button to look at the design of the table including field definitions

13. Tables Without changing any data, you can organize what you are looking at by hiding fields. Go to Format: Unhide columns, and uncheck fields you would want to hide Without changing any data, you can organize what you are looking at by hiding fields. Go to Format: Unhide columns, and uncheck fields you would want to hide

14. Tables You can also search for specific records in a table using the find search tool. Place the cursor somewhere in the field you wish to search and click. Enter in value and choose which part of field it will search, then click find next You can also search for specific records in a table using the find search tool. Place the cursor somewhere in the field you wish to search and click. Enter in value and choose which part of field it will search, then click find next

15. Tables You can export the table you are working to another database or Excel. With the table open, Go to File: export You can export the table you are working to another database or Excel. With the table open, Go to File: export Or you can use the ‘OfficeLinks’ shortcut. It allows you to export data, simply and easily to either Microsoft Word, Microsoft Excel, or merge the data with a Microsoft Word Document. Or you can use the ‘OfficeLinks’ shortcut. It allows you to export data, simply and easily to either Microsoft Word, Microsoft Excel, or merge the data with a Microsoft Word Document. You can export tables, queries and reports. You can export tables, queries and reports.

16. Access Basics: Queries

17. Queries: You use queries to view, change, and analyze data in different ways. There are several types of queries in Microsoft Access. Select Query: A select query is the most common type of query. It retrieves data from one or more tables and displays the results in a datasheet. Select Queries do not make changes to the database Select Query: A select query is the most common type of query. It retrieves data from one or more tables and displays the results in a datasheet. Select Queries do not make changes to the database Action Query: An action query is a query that makes changes to or moves many records in just one operation. There are four types of action queries: Action Query: An action query is a query that makes changes to or moves many records in just one operation. There are four types of action queries: –Make-Table Queries A make-table query creates a new table from all or part of the data in one or more tables. Make-table queries are helpful for creating a table to export to other Microsoft Access databases. This is the most useful action query for the IAGAP databases. –Delete Queries A delete query deletes a group of records from one or more tables. Should rarely be used for IAGAP databases, if ever. –Update Queries An update query makes global changes to a group of records in one or more tables. Should rarely be used for IAGAP databases, if ever. –Append Queries An append query adds a group of records from one or more tables to the end of one or more tables. Should rarely be used for IAGAP databases, if ever.

18. Queries As I mentioned before with tables, as you look at the database view, you can choose an object to work with: tables, queries, forms, etc. As I mentioned before with tables, as you look at the database view, you can choose an object to work with: tables, queries, forms, etc. Just click on the object to highlight it (here Queries has been selected), then double-click a pre-existing query to look at the resulting data. Just click on the object to highlight it (here Queries has been selected), then double-click a pre-existing query to look at the resulting data. Make Table Action Query Select Query

19. Queries The power of queries, however, is that you can create them yourself, pulling together data of interest to you. The power of queries, however, is that you can create them yourself, pulling together data of interest to you. There are two ways of creating your queries, using the Query Wizard or using the design view. There are two ways of creating your queries, using the Query Wizard or using the design view. Select how you would like to create a query

20. Queries Using the Wizard, gives you choices of which fields to include. Using the Wizard, gives you choices of which fields to include. First chose a table (or query). It will give you a list of all the fields in that table. First chose a table (or query). It will give you a list of all the fields in that table.

21. Queries Select the fields you want to include by clicking on the Add button Select the fields you want to include by clicking on the Add button Add Fields

22. Queries Then choose another table and include addition fields until you have chosen all the fields you wish to include Then choose another table and include addition fields until you have chosen all the fields you wish to include Click the Next button Click the Next button

23. Queries You can choose to show all the fields (Detail). This is the most common use of a query. Or to summarize the data (Summary) You can choose to show all the fields (Detail). This is the most common use of a query. Or to summarize the data (Summary) Click the Next button Click the Next button

24. Queries Give your query a name. Give your query a name. Click the Finish button Click the Finish button

25. Queries The new dataset will be displayed. The new dataset will be displayed. You can modify this query by clicking the design button. You can modify this query by clicking the design button.

26. Queries In the design view, you can hide a field so that it doesn’t show in the final dataset. You can add addition tables. You can change the type of query it is. In the design view, you can hide a field so that it doesn’t show in the final dataset. You can add addition tables. You can change the type of query it is. Unclick to Hide Add Tables Change from Select query to Make Table Query

27. Queries In the design view, you can add, delete, sort and qualify fields. The original query asked for all of the selected fields. But in the design view, you can specify specific information. For example, only the records for a particular species or year range or sort by a particular field or do all three. In the design view, you can add, delete, sort and qualify fields. The original query asked for all of the selected fields. But in the design view, you can specify specific information. For example, only the records for a particular species or year range or sort by a particular field or do all three. When you have changed the query, click the Run button. When you have changed the query, click the Run button.

28. Queries The new dataset will be displayed. The new dataset will be displayed.

29. Queries You can also make a query from the design view by clicking on “Create query in Design View” You can also make a query from the design view by clicking on “Create query in Design View” Choose the Tables you wish to include by clicking the Add button, click close when finished. Choose the Tables you wish to include by clicking the Add button, click close when finished.

30. Queries To choose fields, highlight a field and drag it to one of the columns below. To choose fields, highlight a field and drag it to one of the columns below. If the tables are related, they will automatically be joined in the query. If the tables are related, they will automatically be joined in the query. Make sure to include in any query the fields that relate one table to another. In this example, you need to include SpeciesID from tblSampleSpecies to get information from both tblSamples and tblSpecies, because it relates the two tables together. Make sure to include in any query the fields that relate one table to another. In this example, you need to include SpeciesID from tblSampleSpecies to get information from both tblSamples and tblSpecies, because it relates the two tables together. Joins indicating the relationship between tables Drag field

31. Queries When you have changed the query, click the Run button. When you have changed the query, click the Run button.

32. Access Basics: Data Entry using IAGAP_Fish_Data_Entry

33. When you open the IAGAP_Fish_Entry Database, this window will automatically open. To look at individual samples, add sample or edit Samples, click the Enter Sample Data button.

34. To look at individual samples already entered, either use Search Tool

35. Place cursor in any box to type in new value such as SampleID, StreamName, Month,Day,Year, etc.

36. Add Source from List ( if you know the exact source)

37. Open Source List to add new Source or to see which source to choose from the Drop down List

38. Place cursor in box to edit or add information

39. Choose Gear Type from Drop down List

40. Open Collectors List to add new Collector or to add sample to Collector’s list of samples

41. Helps you navigate between samples Helps you navigate among collectors

42. Open Negative Data to add new Negative data information

43. Type in the appropriate SampleID and the species that were targeted but not found Helps you navigate among records

44. To add species to a sample, choose either the Drop Down list for Scientific name

45. Or choose to add a species to a sample using the Drop Down list for Common name

46. ID Codes will automatically be entered. If you know only an ID code, you can choose a species using the appropriate drop down list as well

47. If abundance numbers are available, place cursor in box to type in value

48. To add additional species, click button When you are finished with this sample, you can exit the database by clicking button OR You can add another sample by clicking icon

49. For Additional Help Tutorial Box.com Access 2000 Tutorial Tutorial Box.com Access 2000 Tutorial –http://www.tutorialbox.com/tutors/off2000/access/index.ht ml http://www.tutorialbox.com/tutors/off2000/access/index.ht mlhttp://www.tutorialbox.com/tutors/off2000/access/index.ht ml A Quick Microsoft Access 2000 Tutorial A Quick Microsoft Access 2000 Tutorial –http://www.cwnresearch.com/resources/databases/access/t utorials/access2000/Access2000Tutorial.html http://www.cwnresearch.com/resources/databases/access/t utorials/access2000/Access2000Tutorial.htmlhttp://www.cwnresearch.com/resources/databases/access/t utorials/access2000/Access2000Tutorial.html Microsoft Access 2000 Icons Microsoft Access 2000 Icons –http://www.ricehahn.com/access/access2k_icons.html