Databases

Using a database to organize information

Building a Database

• You are going to use MS Access to build a database.

• Your first activity will be to build a personal address book.

• You will need to gather information for your address book.

Creating a Database

• From the Start menu, choose the Microsoft Access Program.

• Open a new file.

Create a Blank Database

• Create a Blank Access Database by clicking “OK”.

Name your Database

• Name and save your database

Building Your Address Book

• You will need to choose and define your fields. For the example we used; first name, last name, street address, city, state, zip code, phone number, and e-mail address. You may add other fields if you like.

Building Your Database

• Decide what fields you want in your address book.

• Determine the type of data you will be entering (most of your data will be text or numbers).

• E-mail addresses will be hyperlinks.

Sample database

Saving Your Database

• Give your database a name.

• You may save your database as a table, a form, or a report.

• Save your database as a table.

Opening Your Database

• Use your mouse to select your document and click Open.

• This will open your database and allow you to enter information into each field.

Entering Data in Your Address Book

• You may enter as many addresses as you like.

• You may add new fields (like birthday, favorite food, etc.).

• Make sure you save your document when you finish adding data.

• A sample address book is on the next page.

Sample Table

Sample Form

Sample Report

Other Database Tasks

• Making Address Labels.

• Sending e-mails• Making groups.• Keeping records.• Organizing data.• Keeping updated

records.

Databases are Versatile

• You may use a database to sort and filter data, to merge data into other types of documents (like to send a “personalized” form letter).

• Information from databases may be transferred into spreadsheets and word processing programs.

Sorting, Filtering and Searching

• The AZ icons are used to alphabetize entries in a data base.

• The funnel icons are used to filter information to find specific items.

• The binoculars are used to search for a specific item.