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Welcome to Technology Training @ The Public Library of Charlotte
Welcome to Technology Training @ The Public Library of Charlotte
Managing Your Multimedia Collection using Microsoft Access 2003
Managing Your Multimedia Collection using Microsoft Access 2003
By the end of this workshop, you should be able to:
By the end of this workshop, you should be able to:
What is a Database
What is a Database
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What are the names of four popular database applications
What are the names of four popular database applications
Microsoft Access
Microsoft Access
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8
IBM DB2
IBM DB2
FileMaker Pro
FileMaker Pro
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OPEN
OPEN
Step 1: Click START
Step 1: Click START
CREATE A NEW DATABASE
CREATE A NEW DATABASE
Step 4: CLICK CREATE A NEW FILE
Step 4: CLICK CREATE A NEW FILE
Step 5: CLICK BLANK DATABASE
Step 5: CLICK BLANK DATABASE
SAVE A NEW DATABASE
SAVE A NEW DATABASE
Step 6: CLICK THE DOWN ARROW TO THE RIGHT OF THE SAVE INBOX
Step 6: CLICK THE DOWN ARROW TO THE RIGHT OF THE SAVE INBOX
Step 8: CLICK THE DOWN ARROW TO THE RIGHT OF THE FILE NAMEBOX
Step 8: CLICK THE DOWN ARROW TO THE RIGHT OF THE FILE NAMEBOX
Step 10: TYPE A NAME FOR YOUR NEW DATABASE IN THE FILE NAMEBOX
Step 10: TYPE A NAME FOR YOUR NEW DATABASE IN THE FILE NAMEBOX
CREATE A NEW TABLE
CREATE A NEW TABLE
Step 12: CLICK Tables
Step 12: CLICK Tables
Step 13: CLICK PERSONAL
Step 13: CLICK PERSONAL
STEP 15: Under SAMPLE FIELDS: CLICK on the field you would like to
STEP 15: Under SAMPLE FIELDS: CLICK on the field you would like to
Step 16: Now we will rename fields so that you will be able to enter
Step 16: Now we will rename fields so that you will be able to enter
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Step 17: Type a name for your table in the text box provided under :
Step 17: Type a name for your table in the text box provided under :
Step 19: CLICK VideoCollectionID under the heading: What field will
Step 19: CLICK VideoCollectionID under the heading: What field will
Step 21: CLICK Modify the table design
Step 21: CLICK Modify the table design
Step 22: CLICK VideoCollectionID in the Field Name column
Step 22: CLICK VideoCollectionID in the Field Name column
CREATE A NEW TABLE
CREATE A NEW TABLE
Step 25: CLICK Tables
Step 25: CLICK Tables
Step 26: CLICK PERSONAL
Step 26: CLICK PERSONAL
STEP 28: Under SAMPLE FIELDS: CLICK on the field you would like to
STEP 28: Under SAMPLE FIELDS: CLICK on the field you would like to
Step 29: Now we will rename fields so that you will be able to enter
Step 29: Now we will rename fields so that you will be able to enter
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Step 30: Type a name for your table in the text box provided under :
Step 30: Type a name for your table in the text box provided under :
Step 32: CLICK RecordingID under the heading: What field will hold
Step 32: CLICK RecordingID under the heading: What field will hold
Step 34: CLICK NEXT
Step 34: CLICK NEXT
Step 35: CLICK Modify the table design
Step 35: CLICK Modify the table design
Step 36: CLICK RecordingArtistName in the Field Name column
Step 36: CLICK RecordingArtistName in the Field Name column
CREATE A FORM TO ENTER DATA INTO THE DATABASE
CREATE A FORM TO ENTER DATA INTO THE DATABASE
Step 38: CLICK FORMS
Step 38: CLICK FORMS
Step 39: CLICK the down arrow to the right of the Tables/Queries box
Step 39: CLICK the down arrow to the right of the Tables/Queries box
Step 40: CLICK JUSTIFIED
Step 40: CLICK JUSTIFIED
Step 41: CLICK on the style of your choice
Step 41: CLICK on the style of your choice
Step 42: Type a name for your form in the text box provided under :
Step 42: Type a name for your form in the text box provided under :
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ENTER DATA
ENTER DATA
Step 43 : CLICK in each field to enter data, or press the TAB key to
Step 43 : CLICK in each field to enter data, or press the TAB key to
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SORT RECORDS
SORT RECORDS
Step 45 : CLICK the Sort Ascending button to sort the records from A
Step 45 : CLICK the Sort Ascending button to sort the records from A
Step 46 : CLICK the Sort Descending button to sort the records from A
Step 46 : CLICK the Sort Descending button to sort the records from A
ADD A RECORD
ADD A RECORD
Step 47 : CLICK the New Record button to add a new record
Step 47 : CLICK the New Record button to add a new record
DELETE A RECORD
DELETE A RECORD
Step 48: CLICK the Delete Record button to delete a record
Step 48: CLICK the Delete Record button to delete a record
Step 49: Verify that you want to delete the record by clicking Yes
Step 49: Verify that you want to delete the record by clicking Yes
SEARCH FOR A RECORD
SEARCH FOR A RECORD
Step 50: To search for a record: CLICK the Find button
Step 50: To search for a record: CLICK the Find button
FILTER RECORDS
FILTER RECORDS
Step 51: CLICK the Filter by Form button
Step 51: CLICK the Filter by Form button
Step 53: CLICK in the field you want to filter by
Step 53: CLICK in the field you want to filter by
Step 52: CLICK the Apply Filter button
Step 52: CLICK the Apply Filter button
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Step 53 : CLICK the Remove Filter button
Step 53 : CLICK the Remove Filter button
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CREATE A REPORT
CREATE A REPORT
Step 53: CLICK Reports
Step 53: CLICK Reports
Step 54: CLICK Report Wizard
Step 54: CLICK Report Wizard
Step 55: CLICK the down arrow to the right of the Tables/Queries box
Step 55: CLICK the down arrow to the right of the Tables/Queries box
Step 56: CLICK NEXT
Step 56: CLICK NEXT
Step 55: CLICK the down arrow under the heading: You can sort records
Step 55: CLICK the down arrow under the heading: You can sort records
Step 56: CLICK Justified
Step 56: CLICK Justified
Step 57: CLICK on the report style of your choice
Step 57: CLICK on the report style of your choice
Step 58: Type a name for your report in the text box provided under:
Step 58: Type a name for your report in the text box provided under:
Step 59: CLICK the right-facing arrow at the bottom of the report
Step 59: CLICK the right-facing arrow at the bottom of the report
Step 60: To close the database you have created: CLICK File
Step 60: To close the database you have created: CLICK File
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Would you like to practice your database skills
Would you like to practice your database skills
Free Learning Opportunities
Free Learning Opportunities

: 2003. : Mary Wright. : 2003.ppt. zip-: 6526 .

2003

2003.ppt
1 Welcome to Technology Training @ The Public Library of Charlotte

Welcome to Technology Training @ The Public Library of Charlotte

&Mecklenburg County

1

2 Managing Your Multimedia Collection using Microsoft Access 2003

Managing Your Multimedia Collection using Microsoft Access 2003

Instructor: Mary Wright

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3 By the end of this workshop, you should be able to:

By the end of this workshop, you should be able to:

Operate a Database Navigate the menu systems. Use the help feature. Minimize and maximize the database window. Minimize and maximize the database application. Access a Database Open and exit database software. Open and close a database

3. Create a Database Design and create a new database. Create an auto-form for data entry. Enter data using a form. Create and print a report.. Manage a Database Search a database. Scroll through a database. Sort database records. Edit existing data.

3

4 What is a Database

What is a Database

5 5

5

6 What are the names of four popular database applications

What are the names of four popular database applications

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7 Microsoft Access

Microsoft Access

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8 8

8

9 IBM DB2

IBM DB2

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10 FileMaker Pro

FileMaker Pro

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11 11

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12 12

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13 13

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14 14

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15 15

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16 OPEN

OPEN

Microsoft Access 2003

17 Step 1: Click START

Step 1: Click START

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

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18 CREATE A NEW DATABASE

CREATE A NEW DATABASE

19 Step 4: CLICK CREATE A NEW FILE

Step 4: CLICK CREATE A NEW FILE

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20 Step 5: CLICK BLANK DATABASE

Step 5: CLICK BLANK DATABASE

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21 SAVE A NEW DATABASE

SAVE A NEW DATABASE

Step 6: INSERT A 3 ? FLOPPY DISK INTO THE FLOPPY DRIVE A.

22 Step 6: CLICK THE DOWN ARROW TO THE RIGHT OF THE SAVE INBOX

Step 6: CLICK THE DOWN ARROW TO THE RIGHT OF THE SAVE INBOX

Step 7: CLICK 3 ? Floppy (A:)

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23 Step 8: CLICK THE DOWN ARROW TO THE RIGHT OF THE FILE NAMEBOX

Step 8: CLICK THE DOWN ARROW TO THE RIGHT OF THE FILE NAMEBOX

Step 9: PRESS THE BACKSPACE KEY TO CLEAR db1.mdb.

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24 Step 10: TYPE A NAME FOR YOUR NEW DATABASE IN THE FILE NAMEBOX

Step 10: TYPE A NAME FOR YOUR NEW DATABASE IN THE FILE NAMEBOX

Step 11: CLICK CREATE.

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25 CREATE A NEW TABLE

CREATE A NEW TABLE

Video Collection

26 Step 12: CLICK Tables

Step 12: CLICK Tables

CLICK Create table by using wizard. CLICK Open.

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27 Step 13: CLICK PERSONAL

Step 13: CLICK PERSONAL

Step 14: SCROLL DOWN under SAMPLES TABLES: and CLICK VIDEO COLLECTION.

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28 STEP 15: Under SAMPLE FIELDS: CLICK on the field you would like to

STEP 15: Under SAMPLE FIELDS: CLICK on the field you would like to

include in your new table. CLICK the single right-facing arrow (>) to send the field to the Fields in my new table box.

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29 Step 16: Now we will rename fields so that you will be able to enter

Step 16: Now we will rename fields so that you will be able to enter

the actual names of various artists. CLICK ActressID in the Fields in my new table: box. Click the Rename Field button. Type the word ActressName (NO SPACE) in the Rename field: text box. CLICK OK. Repeat this renaming procedure for: ActorID, DirectorID, and When finished, CLICK NEXT.

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30 30

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31 Step 17: Type a name for your table in the text box provided under :

Step 17: Type a name for your table in the text box provided under :

What do you want to name your table? Step 18: CLICK No, Ill set the primary key. CLICK NEXT.

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32 Step 19: CLICK VideoCollectionID under the heading: What field will

Step 19: CLICK VideoCollectionID under the heading: What field will

hold data that is unique for each record? Step 20: CLICK Numbers and/or letters I enter when I add new records. CLICK NEXT.

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33 Step 21: CLICK Modify the table design

Step 21: CLICK Modify the table design

CLICK the FINISH button.

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34 Step 22: CLICK VideoCollectionID in the Field Name column

Step 22: CLICK VideoCollectionID in the Field Name column

Press the TAB key. CLICK the down arrow in the Data Type column. CLICK Text. Repeat this procedure for: ActressName ActorName, DirectorName, and ProducerName Step 23: CLICK SampleVideoClip in the Field Name column. Delete the word Sample. Press the TAB key. CLICK the down arrow in the Data Type column. CLICK Hyperlink. Step 24: To Save the changes: CLICK FILE. CLICK CLOSE. CLICK YES.

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35 CREATE A NEW TABLE

CREATE A NEW TABLE

Music Collection

36 Step 25: CLICK Tables

Step 25: CLICK Tables

CLICK Create table by using wizard. CLICK Open.

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37 Step 26: CLICK PERSONAL

Step 26: CLICK PERSONAL

Step 27: SCROLL DOWN under SAMPLES TABLES: and CLICK Recordings.

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38 STEP 28: Under SAMPLE FIELDS: CLICK on the field you would like to

STEP 28: Under SAMPLE FIELDS: CLICK on the field you would like to

include in your new table. CLICK the single right-facing arrow (>) to send the field to the Fields in my new table box.

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39 Step 29: Now we will rename fields so that you will be able to enter

Step 29: Now we will rename fields so that you will be able to enter

the actual names of various artists. CLICK RecordingArtistID in the Fields in my new table: box. Click the Rename Field button. Type the word RecordingArtistName (NO SPACE) in the Rename field: text box. CLICK OK. Repeat this renaming procedure for: MusicCategoryID, and When finished, CLICK NEXT.

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40 40

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41 Step 30: Type a name for your table in the text box provided under :

Step 30: Type a name for your table in the text box provided under :

What do you want to name your table? Step 31: CLICK No, Ill set the primary key. CLICK NEXT.

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42 Step 32: CLICK RecordingID under the heading: What field will hold

Step 32: CLICK RecordingID under the heading: What field will hold

data that is unique for each record? Step 33: CLICK Numbers and/or letters I enter when I add new records. CLICK NEXT.

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43 Step 34: CLICK NEXT

Step 34: CLICK NEXT

Do not relate your table to any other table.

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44 Step 35: CLICK Modify the table design

Step 35: CLICK Modify the table design

CLICK the FINISH button.

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45 Step 36: CLICK RecordingArtistName in the Field Name column

Step 36: CLICK RecordingArtistName in the Field Name column

Press the TAB key. CLICK the down arrow in the Data Type column. CLICK Text. Repeat this procedure for: MusicCategoryName Step 37: To save the changes: CLICK FILE. CLICK CLOSE. CLICK YES.

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46 CREATE A FORM TO ENTER DATA INTO THE DATABASE

CREATE A FORM TO ENTER DATA INTO THE DATABASE

47 Step 38: CLICK FORMS

Step 38: CLICK FORMS

CLICK Create form by using wizard CLICK Open.

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48 Step 39: CLICK the down arrow to the right of the Tables/Queries box

Step 39: CLICK the down arrow to the right of the Tables/Queries box

CLICK the desired table. CLICK the double right-facing arrow (>>) to send all the fields in your table to the Selected Fields box. CLICK NEXT.

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49 Step 40: CLICK JUSTIFIED

Step 40: CLICK JUSTIFIED

CLICK NEXT.

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50 Step 41: CLICK on the style of your choice

Step 41: CLICK on the style of your choice

CLICK NEXT.

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51 Step 42: Type a name for your form in the text box provided under :

Step 42: Type a name for your form in the text box provided under :

What title do you want for your form? CLICK FINISH.

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52 52

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53 ENTER DATA

ENTER DATA

54 Step 43 : CLICK in each field to enter data, or press the TAB key to

Step 43 : CLICK in each field to enter data, or press the TAB key to

travel from field to field, and from record to record. Step 44 : To save the changes: CLICK File. CLICK Close. CLICK Yes.

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56 SORT RECORDS

SORT RECORDS

57 Step 45 : CLICK the Sort Ascending button to sort the records from A

Step 45 : CLICK the Sort Ascending button to sort the records from A

to Z.

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58 Step 46 : CLICK the Sort Descending button to sort the records from A

Step 46 : CLICK the Sort Descending button to sort the records from A

to Z.

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59 ADD A RECORD

ADD A RECORD

60 Step 47 : CLICK the New Record button to add a new record

Step 47 : CLICK the New Record button to add a new record

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61 DELETE A RECORD

DELETE A RECORD

62 Step 48: CLICK the Delete Record button to delete a record

Step 48: CLICK the Delete Record button to delete a record

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63 Step 49: Verify that you want to delete the record by clicking Yes

Step 49: Verify that you want to delete the record by clicking Yes

If you do not want to delete the record, click No.

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64 SEARCH FOR A RECORD

SEARCH FOR A RECORD

65 Step 50: To search for a record: CLICK the Find button

Step 50: To search for a record: CLICK the Find button

Type the name of the record in the Find What text box. CLICK in the Look In box to choose a table. CLICK in the Match box and choose Whole Field, Any Part of Field, or Start of Field. CLICK All, Up, or Down in the Search box. CLICK the Find Next button. CLICK the Close Button ?.

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66 FILTER RECORDS

FILTER RECORDS

67 Step 51: CLICK the Filter by Form button

Step 51: CLICK the Filter by Form button

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68 Step 53: CLICK in the field you want to filter by

Step 53: CLICK in the field you want to filter by

CLICK the down arrow that appears. CLICK the field type.

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69 Step 52: CLICK the Apply Filter button

Step 52: CLICK the Apply Filter button

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71 Step 53 : CLICK the Remove Filter button

Step 53 : CLICK the Remove Filter button

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72 72

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73 CREATE A REPORT

CREATE A REPORT

74 Step 53: CLICK Reports

Step 53: CLICK Reports

CLICK Create report by using wizard. CLICK New.

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75 Step 54: CLICK Report Wizard

Step 54: CLICK Report Wizard

CLICK the desired table on which you want your report based. Click OK.

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76 Step 55: CLICK the down arrow to the right of the Tables/Queries box

Step 55: CLICK the down arrow to the right of the Tables/Queries box

CLICK the desired table. CLICK the double right-facing arrow (>>) to send all the fields in your table to the Selected Fields box. CLICK NEXT.

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77 Step 56: CLICK NEXT

Step 56: CLICK NEXT

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78 Step 55: CLICK the down arrow under the heading: You can sort records

Step 55: CLICK the down arrow under the heading: You can sort records

by up to four fields, in either ascending or descending order. CLICK the field or you want to sort. CLICK Next.

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79 Step 56: CLICK Justified

Step 56: CLICK Justified

CLICK Portrait. CLICK Next.

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80 Step 57: CLICK on the report style of your choice

Step 57: CLICK on the report style of your choice

CLICK Next.

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81 Step 58: Type a name for your report in the text box provided under:

Step 58: Type a name for your report in the text box provided under:

What title do you want for your report? CLICK Preview the report. CLICK Finish.

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82 Step 59: CLICK the right-facing arrow at the bottom of the report

Step 59: CLICK the right-facing arrow at the bottom of the report

window to go to the next page of the 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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83 Step 60: To close the database you have created: CLICK File

Step 60: To close the database you have created: CLICK File

CLICK Close. To close Microsoft Access: CLICK File. CLICK Exit.

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85 Would you like to practice your database skills

Would you like to practice your database skills

Try the following websites 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

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86 Free Learning Opportunities

Free Learning Opportunities

Goodwill Industries- GCF Global Learning

www.GCFLearnFree.org

This website is administered by Goodwill Industries and is supported by the Goodwill Community Foundation.

GCF GLOBAL LEARNING is a free computer and life-skill training program that offers online learning opportunities in English and Spanish.

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2003
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