Maintaining Your Address Book using Microsoft Access 2003 Course

8/7/2019 Maintaining Your Address Book using Microsoft Access 2003 Course

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Welcome to Technology Training @ ThePublic Library of Charlotte &Mecklenburg County


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Maintaining Your Address Book using

Microsoft Access 2003

Instructor: Mary Wright


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By the end of this workshop, you

should be able to:1. Operate a Database Navigate the menu systems.

Use the help feature.

Minimize and maximize the

database window. Minimize and maximize the

database application.

2. Access a Database

Open and exit databasesoftware.

Open and close a database

3. Create a Database

Design and create a newdatabase.

Create an auto-form for data

entry. Enter data using a form.

Create and print a report..

4. Manage a Database

Search a database.

Scroll through a database.

Sort database records.

Edit existing data.


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What is a

Database?


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Here is an example of a simple database.

The database has 3 records.

Each recordhas 4 fields:the Name field,

the Address field,

the City field, and

the Phone Numberfield

TekMom's Tech Buzzwords for Students . . . . . . . . .

www.tekmom.com/buzzwords


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What are database objects?


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TABLES

QUERIES

FORMS

REPORTS


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http://office.microsoft.com/en-us/access/HA011189511033.aspx

Trai iHome > Help and How-to > Training > Access 2003

Quick Reference Card - Get to know Access

ABLES

2007 Microsoft Corporation. All rights reserved.

ables store data, so they're essentialbuilding blocks of any database.

A database should have a separate tablefor every major subject of information,such as employee records, customerorders,shipping methods, orsuppliers.Data should not be duplicated in multiple

tables.

Each table contains rows called recordsand columns called fields.


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TrainingHome > Help and How-to > Training > Access 2003


PRIMARY KEY

To distinguish one record from another,tables can contain a primary key field.

The primary key is an identifiersuch asa part number, a product code, or anEmployee IDthat's unique to eachrecord.

The primary key should be a piece ofinformation that won't changefrequently.



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Quick Reference Card - Get to know AccessFORMS


Forms enable people to enter or view datain yourdatabase easily.

Forms control and simplify data input. Aspeople enter data into a form, it is saved inan underlying table.

Forms make data from a table or a queryeasier to understand by presenting it in

visually appealing designs.



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REPORTS

2007 Microsoft Corporation.Allrightsreserved.

Reports convert data into documents.

Reports come in various shapes and sizes, but

they are all designed to present your data inprint.

Reports provide methods to format theappearance of your data in the ways that aremost effective for your purpose.

Using reports, you can group yourdata,perform calculations on it, and add headingsand other formatting to make it moremeaningful and easier to read.


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Quick Reference Card - Get to know AccessQUERIES


Queries can answerquestions by retrieving,filtering, assembling, and sorting data fromyourdatabase.

When a query finds data and shows it to you, itcan also process that data according to yourinstructions.

A query can perform calculations using the

data("What is the sales total minus shipping costs?"),

update the data, and

combine data from different tables.


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OPENMicrosoft Access 2003


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Step 1: Click START.

Step 2: Click MICROSOFT OFFICE.Step 3: Click MICROSOFT OFFICE ACCESS 2003.


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CREATE AN

EW

D

ATABAS

E.


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Step 4: CLICK CREATE A NEW FILE


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Step 5: CLICK BLANK DATABASE.


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SAVE A

NEW

D

ATABAS

E.

Step 6: INSERT A 3 FLOPPY

DISK INTO THE FLOPPY DRIVE A.


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Step 7: CLICKTHE DOWNARROW TO THE RIGHT OF

THE SAVE INBOX.

Step 8: CLICK 3 Floppy (A:)


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Step 9: CLICKTHE DOWN

ARROW TO THE RIGHT OF

THE FILE NAMEBOX.

Step 10: PRESS THE

BACKSPACE KEY TO

CLEAR db1.mdb.


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Step 11: TYPE A NAME FOR

YOURNEW DATABASE IN

THE FILE NAMEBOX.

Step 12: CLICK CREATE.


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CLOS

E AD

ATABAS

E.


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Step 13: CLICKFile.

Step 14: CLICKClose.


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OPEN

AS

AVED

D

ATABAS

E.


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Step 15: CLICKFile.

Step 16: CLICKOpen.


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Step 17: CLICKTHE DOWNARROW TO THE RIGHT OF

THE LOOK INBOX.Step 18: CLICK 3 Floppy (A:)


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Step 19: CLICKon the name of

your database file.

Step 20: CLICK Open.


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Step 21: Click NO.


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Step 22: Click OPEN.


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CREATE AN

EW

TABLE.

Address Book


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Step 23: CLICK Tables.CLICK Create table by using wizard.

CLICK Open.


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Step 24: CLICK PERSONAL.

Step 25: SCROLL DOWN under

SAMPLES TABLES: and

CLICKADDRESSES.


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STEP 26:

Under SAMPLE

FIELDS: CLICKon

the field you would like

to include in yournew

table. CLICKthe

single right-facing

arrow (>) to send the

field to the Fields in

my new table box.


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Step 27: Type a name for yourtable in the text

box provided under:

What do you want to name your table?

Step 28: CLICK Yes, set a primary key forme.

CLICK NEXT.


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Step 29: CLICK Enter data

into the table using a form the

wizard creates for me.

CLICKthe FINISHbutton.


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Step 30 : CLICK in each field to enter data,or press the TAB key to travel from field to

field, and from record to record.

Step 31 : To save the changes:

CLICK File.

CLICK Close.

CLICK Yes.Type a name for yourform in the

Save As box.

CLICK OK.


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CHANGE THE STYLE OF A

FORM.


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Step 32: CLICKForms.CLICKon youraddress book form.

CLICKDesign.


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Step 33: CLICK the Select Form button.CLICKFormat.

CLICKAutoFormat.


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Step 34: CLICKon the style of yourchoice.CLICK NEXT.


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Step 35: CLICKFile.

CLICKClose.

CLICK Yes.


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ENTER DATA.For practice data, copy & paste the following link in the address bar of your browser:

http://tinyurl.com/35ev6m


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Step 36 : CLICKForms.

CLICKon the name of your form.

CLICK Open.


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Step 37 : CLICKin each field

to enter data, orpress the TAB

key to travel from field to field,

and from record to record.

Step 38: To save the changes:

CLICK File.

CLICK Close.

CLICK Yes.


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SORT RECORDS


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Step 39 : CLICKthe Sort Ascending

button to sort the records from A to Z.


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ADD A RECORD


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Step 41 : CLICKthe

New Record button to add a

new record.


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DELETE A RECORD


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Step 42: CLICKthe

Delete Record button to

delete a record.


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Step 43: Verify that you want to delete

the record by clicking Yes.

If you do not want to delete the

record, clickNo.


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SEARCH FOR A RECORD


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Step 44: To search fora record:

CLICKthe field you want to search.

CLICKthe Find button.

Type the name ofthe record in theFind What text box.

CLICKin the Look In box to choose a

table.

CLICKin the Match box and choose

Whole Field, Any Part of Field, orStartof Field.

CLICKAll, Up, orDown in the Search

box.

CLICKthe Find Next button.

CLICKthe Close Button .


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FILTER RECORDS


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Step 45: CLICKthe Filter by Form

button.


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Step 46: CLICKin the

field you want to filterby.

CLICKthe down arrow

that appears.

CLICKthe field type.

St 47 CLICK th


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Step 47: CLICKthe

Apply Filter button.


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Step 48 : CLICKthe

Remove Filter button.


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Step 49 : CLICKFile.

CLICK Close.


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CREATE A REPORT


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Step 50: CLICK Reports.

CLICK Create report by using wizard.

CLICK New.

St 51


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Step 51:

CLICK Report Wizard.

CLICKthe desired table on

which you want yourreportbased.

Click OK.

St 52 CLICK th


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Step 52: CLICK the

down arrow to the right

ofthe Tables/Queries

box.

CLICKthe desired table.

CLICK the double

right-facing arrow (>>)

to send all the fields in

yourtable to theSelected Fields box.

CLICK NEXT.


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Step 53:

CLICK NEXT.


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Step 54: CLICKthe

down arrow underthe

heading: You can sort

records by up to four

fields, in either

ascending or

descending order.

CLICKthe field oryou want to sort or you

may leave it blank..

CLICK Next.


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Step 55:

CLICK Justified.

CLICK Portrait.

CLICK Next.


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Step 56:

CLICKon the report styleof yourchoice.

CLICK Next.

Step 57: Type a name for your report in the

t t b id d d


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text box provided under:

What title do you want for your report?

CLICK Preview the report.

CLICK Finish.


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Step 58: CLICKthe right-

facing arrow at the bottom

ofthe report window to go to

the next page ofthe report.

To Print the report:CLICK File. CLICK Print.

Click OK.

CLICK File. CLICK Close

to close the report window

and return to the database

window.


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Step 59: To Close Microsoft Access:CLICKFile..

Step 60: CLICK Exit.


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Would you like a copy ofthe

presentation we usedduringclass for review and practice?

http://tinyurl.com/3y4p3d

Type the above URL in the address bar ofyourbrowser.

Ifyou have a Google account, LOG IN.

Ifyou dont have a Google account, CLICK the

GET STARTED button to create one,

or CLICK :View published presentation in a new window .

to start the presentation without logging in.


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Would you like to practice your

database skills? Try the followingwebsites to continue your

education

Microsoft Access 2003 Courses

Self-paced training courses for Microsoft

software are available from Microsoft.

They can be accessed at:

http://office.microsoft.com/en-us/training/default.aspx

Goodwill Industries GCF Global Learning


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Free Learning OpportunitiesFree Learning Opportunities

www.GCFLearnFree.org

1998-2007 GCFLearnFree.org. All rights reserved.

This website is

administered

by Goodwill

Industries

and is

supported by

the Goodwill

Community

Foundation.

GCF GLOBAL

LEARNINGis a

free computer

and life-skill

trainingprogram that

offers online

learning

opportunities in

English and

Spanish.

Goodwill Industries- GCF Global Learning


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To search for ebooks on ACCESS 2003:

Log onto www.plcmc.org


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Log onto www.plcmc.org

Click RESEARCH/HOMEWORK

Click NetLibrary.

Type Access 2003.


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Join us for the next class:

Managing Your Multimedia Collectionusing Microsoft Access 2003

Maintaining Your Address Book using Microsoft Access 2003 Course

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Transcript of Maintaining Your Address Book using Microsoft Access 2003 Course