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Access Seminar at DMA James P. Dildine Tracy Nickless What is a Database • Databases – – – – – – Card Catalogue? Index Cards? Recipe Box? Recipe Book? CD Collection? The World Wide Web? What is a Database • ANY System for Data…. – – – – Entry, Organization, Manipulation, Analysis • Information or DATA !!! With specific needs and goals. Why Would YOU Want/Use a Database • Personal Information – Address Book – Recipe/Video Collection • Organizational Information – – – – Surveys Orders Enrollment Mailing/Billing Info • Store, Find, Use, & Analyze Information Terminology (that I will be using) • Tables (Main Feature of an Access Database) Components: – Records (Each/Every Piece of Info) – Fields (Info Collected for each record) • Number, Text, Memo • Forms (Wizard – Present/Enter Data Nicely) • Reports (Wizard – Present Data Analysis Results) • Queries (Find/Summarize/Calculate Specific Information) Plan ! For a Database • PURPOSE – Why do you want a database? – What type of information will you be collecting? – How will it be organized and analyzed? – What types of tables and fields will you need? (Reports and forms can be created later) Key to a Successful Database “Be Specific !” • Example: – Field:Last Name = Dildine, Field:First Name = Jim, – NOT Name = Jim Dildine • Know what you want! • Know What type of information you want! – Numbers? Text? • More Fields = More Information = More ways to find answers = Easier Database to manage Another Key to a Successful Database - Help • Do Not be Afraid to use the Help (a database too) Built into Access…. • Again Be specific when asking for help Create Your Database • Remember to PLAN • Start with a Blank Database • Save it in a “good” location (like the desktop or a folder you can remember) First a Table • • • • Click “Tables” Click “New” Start in “Design View” Create your fields (decide on type and specificity) Then a Form – for Easy Data Entry • • • • • Click “Forms” Click “New” Goto “Form Wizard” Choose the Table you made in the last step Follow the “wizard” directions Next a Simple Query • • • • Click “Queries” Click “New” Choose “Design View” Decide the data (fields) you would like to search and query. • Decide how you would like the data returned Finally Report your Data • • • • • Click “Reports” Click “New” Click “Report Wizard” Choose the Query/Table you want to report Follow the wizard’s directions Finally -- Make it YOURS -Forms • Colors (Design View) – Whatever you want or think others will respond to. • Formatting (Design View) – Emphasis and Focus • Organization (Design View) – Make Data Entry Easier Sample – Birthday Database • All components of a “Good” Database – – – – Table (various & specific fields), Form, Query (who’s birthday in what month?), Report Merge the Data? • In addition to Reports you can use Word to Tailor Documents created from your data. • Merged Documents! • Try this one • Databases are truly powerful when the Data is used…Well. • Merging data with documents gives you power.