Databases Using a database to organize information

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Databases Using a database to organize information Slide 2 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. Slide 3 Creating a Database From the Start menu, choose the Microsoft Access Program. Open a new file. Slide 4 Create a Blank Database Create a Blank Access Database by clicking OK. Slide 5 Name your Database Name and save your database Slide 6 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. Slide 7 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. Slide 8 Sample database Slide 9 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. Slide 10 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. Slide 11 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. Slide 12 Sample Table Slide 13 Sample Form Slide 14 Sample Report Slide 15 Other Database Tasks Making Address Labels. Sending e-mails Making groups. Keeping records. Organizing data. Keeping updated records. Slide 16 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. Slide 17 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.