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Access:
Center for Teaching Advancement and Assessment Research
On Creating a Database from Scratch
Marcie Anszperger
Center for Teaching Advancement and Assessment Research
848 932-7466
mja@ctaar.rutgers.edu
http://ctaar.rutgers.edu/
http://ctaar.rutgers.edu/groups/workshops
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!• <TOOLS><ANALYZE><DOCUMENTER>
• 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: Do’s
• 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: Don’ts
• Don’t combine multiple objects in one field: e.g. “Paramus, NJ 07652”
• Difficult to search, sort, & find
• Don’t use calculations in a table • Do the math in a query
• Don’t 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
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