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Using a database to organize information

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1 Using a database to organize information
Databases Using a database to organize information

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.

3 Creating a Database From the Start menu, choose the Microsoft Access Program. Open a new file.

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

5 Name your Database Name and save your database

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 address. You may add other fields if you like.

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). addresses will be hyperlinks.

8 Sample database

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.

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.

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.

12 Sample Table

13 Sample Form

14 Sample Report

15 Other Database Tasks Making Address Labels. Sending e-mails
Making groups. Keeping records. Organizing data. Keeping updated records.

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.

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.

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