Class 28 Notes (notes are in progress and are subject to change)

Introduction:

Discourse

A Link that Explains the Basic Access 2007 Concepts

Intro to Database

What are some examples of databases?

• Card catalog in library replaced by Quest.
• Library has links to academic databases on web pages.
• Political Campaign Supporter Information
• Booster Club Information

Terminology

These words are used often in Access so you will want to become familiar with them when using the program (and before the final exam):

• A database is a collection of related information.
• Tables, queries, forms, and reports are calledobjects. 
• A table is a grouping of related data organized in fields (columns) and records (rows) on a datasheet. By using a common field in two tables, the data can be combined. Many tables can be stored in a single database.
• A field is a column on a datasheet and defines a data type for a set of values in a table. For a mailing list table might include fields for first name, last name, address, city, state, zip code, and telephone number.
• record is a row on a datasheet and is a set of values defined by fields. In a mailing list table, each record would contain the data for one person as specified by the intersecting fields.
• A flat database has only one table.

Planning is the most critical step in creating a database. The design of the database should reflect an understanding of how information will be entered and retrieved. A database that is set up correctly will save a lot of headaches in the latter stages of development. For example, if you plan to sort on zip code, there must be a separate field for zip. If you plan to alphabetize using last name, you need a separate field for last name. In general, you should break down information into small fields.

Open the Database DVDs Delivered - check the relationships between the three tables.

Sort and Filter Review:

In the DVDs database

• Open the Movies table

• Sort the films from oldest to most recent

• Filter the films to show only the comedies

• Filter the films to show only the mysteries

• Change the font and background colors of the table

Queries, Reports, and Design View

Open the Members table

• Create a query using the wizard to see which credit card is used most frequently by members

• Create a report using the wizard to show this information in an organized way

• Add another field to the table by using the Design view

Creating a simple query in Access 2007

Creating a simple report in Access 2007

Import your address database from Excel to Access 2007.

 Save database into the 28advice. Name it addresses

Follow the Tutorial to createa list of addresses directly in Access.

Read through Chapter 9, Using a Relational Database - look over the exercises, you do not need to complete them (pp. 309-426)

Merging a Form letter and a Database
        Today we will create an invitation for a Graduation Party using our database with addresses of friends. Then we will merge them to create individual invitations.

 For the form letter we will need fields for first name and a personal comment. For envelopes we will need information about name and address.

Copy 28advice into your shared folder.

Open Access. Make sure that you have added a new field to your  importeddatabase and name it Comments. You will be choosing from the list of three people to invite to the party. See that you have made a personal comment in that field for each person. Example: "Can't wait to see you - hope your cat is better!" Save and close.

Create Form Letter

• Launch Word.
• Save As: party.docx in 28advice folder.
• Design a simple invitation in Word that includes the date and time of the party (see example). Add appropriate clip art and begin the invitation with the word "Dear." We will insert the names later.
• Change text color, insert other images as desired.
• Type your name at the bottom of the page.

When your letter is complete, go to the Mailings tab and select Step by Step Mail Merge Wizard from the Start Mail Merge drop down arrows.

Tutorial:

Envelope

• New => blank document => Create
  
  
• 
  
  Envelope
  
• 
• 
• 
  
  Envelope Options
  
  
  You should see an envelope
  
   
• Save As: envelope.doc in 28database folder.
   
• Type the return address and position cursor for inserting mailing address
  
   
• To get names and addresses
  Open Data Source
  
  
  Browse to addresses.mdb file
  
  Mail Merge Recipients
  
  
   
• Now insert the merge fields for the address beginning with FirstName
  
  
  
  
  Continue until the address is complete
  
  
   
• View Merged Data
• Adjust formatting
• Save

Create Envelopes by Merging

• Merge to new document
• A new document is created in a new word window
• Save As => envelopes_merged.doc in 28advice

You are now ready to print your envelopes.

Review for Final - see Final Study folder in 28advice

Homework:

Last Blog Update: One sentence of good advice for new students taking CS1300 next semester. (5)

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