Creating a
Database in Access 2000
Step-by-Step
1. Open Access: Start, Programs, Microsoft Access
2. Start a New Database: Choose the radio button for "Blank Access database." Click OK. You are prompted to name and save your document immediately. Type in a name next to "File Name," then change to the drive and folder where you want to save.
3. Create a New Table: Double-click on "Create Table in Design View" (probably already highlighted). Maximize inside box.
4. Add Fields: Type in the field names/categories in the column on the left Use the down arrow key on the keyboard to move down to the next line. The Data Type will automatically register "Text" unless another type is chosen from the drop-list. Field Properties can be set in the bottom half of the screen for each field or defaults can be used.
5. Close the Table: Click on the lower X in the upper right-hand corner. (DO NOT click on the top X as that will close Access!) Click YES to save the table. Name the table. Click OK. Access will prompt you to assign a primary key whenever you save your work, switch to view mode, or close a table. A primary key is a unique field, one where no information can be repeated, such as a social security number. When Access asks if you want to assign a Primary key, or have Access create one for you, click on NO.
6. Create a Auto Form for Entering Data:
ü Click once on the table you just created to highlight it.
ü Click on the second-to-last button on the tool bar at the top (when you rest your mouse pointer on the button it will pop-up "New Object: AutoForm).
7. Edit the Form:
ü Click on the Design View button to switch to design mode (the first button on the Form Design toolbar with a triangle and a pencil on it). In form design, there is a label and a data entry box for each field.
ü To make changes to all fields, go to the Edit menu, choose Select All.
ü To increase the size of the form, move the cursor to the bottom and right edges of the form so that a two-way arrow appears, then drag to increase.
ü To change the size of the font (the default is 8 points), click on the down-arrow for the Font Size and change the font to a bigger size. If there is nothing showing in the Font Size box, click inside the box and type the number desired, then press Enter.
ü To increase the size of the boxes to accommodate the new font size, go to the Format menu, then move to Size, then To Fit.
ü To space out the fields a bit, go to the Format menu, move to Vertical Spacing, and choose Increase. (You may have to do this 3 or 4 times, depending on the font size chosen.)
ü To deselect the boxes, click anywhere on the form.
ü To size a single box, click on a box and move the cursor to any handle to get a two-way arrow and drag.
ü To make changes to several boxes at a time, hold the Shift key down and click on all boxes desired.
ü Use the Formatting toolbar to change the color of text, the size and color of the boxes, the fill color of the boxes, etc.
ü Save your work.
8. Add Records:
ü Type text, using the tab key to move to the next field within each record. Pressing tab after the last field will start a new blank record.
ü The directional arrows at the bottom allow you to move from one record to another when data is already stored in the table. The right arrow with an asterisk beside it will open a new blank record.
ü Don't forget you can use the binoculars button on the toolbar to find a particular record by typing in the person's name, etc.
Working in
Table Mode
· Open a Table in DataSheet View: Double-click on the table to open it. It should automatically open in DataSheet view, where you can see your data. (Switch between Design view and DataSheet view by clicking on the first button on the toolbar, or click on the desired view under the View menu.)
· Size Columns: Move pointer between field headers, double-click to size-to-fit the longest entry in the column, or click and drag to desired size.
· Move Column: Select, let go of mouse, move pointer, drag to black line. (Note: moving a column from here only changes it in Table mode, not Design mode, but moving a field in Design mode also moves it in Table mode.)
· Quick Sort: Place cursor anywhere in the column you wish to sort by, use toolbar sorting buttons A to Z or Z to A.
· Sort 2 Columns: Place the two columns adjacent to each other with main column to sort by first. Highlight both columns, use Sort buttons.
· Find: Place cursor in first row (not header), use Find button (binoculars). (Note: specify direction and current field for fastest results.)
· Replace: Edit menu, Replace. Works the same as Find, but type in what should replace found items. (Example to change a grade level, start with cursor in a cell that has 12 for the grade, change to "graduated" or "13" (you can delete these records later using a filter, if desired), then go to a cell with an 11 for grade, change to 12, etc. Note: you must start from 12 and go to 9, not the other way around.)
· Hide a Column: Right-click on the column, choose Hide. To see it again, go to Format, Unhide Columns, click to place a check in the boxes of the columns to be viewed. Note: hiding columns is usually done when printing and not all the fields need to be printed.
Filtering Records
· Filter By Selection:
1. Click in cell with desired selection.
2. Click on Filter by Selection button (funnel with lightning bolt).
3. Further filter from this subset if desired.
4. Print if desired.
5. Remove Filter (funnel only button).
· "All But" Filters:
1. Place cursor in cell.
2. Right click, choose Filter Excluding Selection.
· Filter By Form:
1. Remove all existing filters.
2. Click on the Filter by Form button.
3. Clear grid (button with X).
4. Click under each heading for drop-down list, make selection(s).
5. Click on Apply Filter button.
· "Or" Filters:
1. Choose one of the options in a category.
2. Click on the OR tab at the bottom left of the screen.
3. Choose another option from the same category.
4. Click on Apply Filter button.