SIMPLE DATABASES – WHY AND HOW?
First of all – why? Preference to Excel
Several different applications - like libraries of CD’s, Books etc
Addresses
Simple to sort
Easy to create labels or envelopes from a database
Can create labels just for post cards, Christmas etc. – provided you have set it up appropriately
Now – how?
(We test 1)
CD dtb
Go to Microsoft Access and open it
On the right, under New; select Blank database; (dble click) on create table by entering data
Name fields by dc on heading
Put in the information – more fields can be added later and their position moved
Font can be altered by highlighting whole page (top L corner); selecting format; font
Format; Freeze columns
Moves the column/s to the left with a black line to the right – column will stay there no matter what you do
Format; unfreeze
Removes the black line; you have to move it/them to get it back to the original (or new) place – highlight column/s and drag and drop (hold ctrl down for more than one)
Address dtb
(We test 2)
Use the options to change the look of the table
Name fields appropriately as before
Enter the details
Decide whether you are going to have separate columns for surnames & first names or not. (It will be easier to have them separate in the long run)
Don’t forget fields for Xmas cards, birthdays etc
To ‘Find’
Highlight the column and then go to find and type in what you are looking for
To ‘Hide’
Highlight the column; then format; then hide
To ‘unhide’
Click anywhere; go to format; then unhide; tick the box you want to see again
To add a column
Go to insert; then column – it will appear at the left and you can move it as you wish – naming it as before
To delete a column
Highlight the column, go to edit; then delete column. You will be asked for confirmation
Page set up
Same as any word document. Landscape is best if you have several columns
Print preview
Shows you how much you will get on a page
Changes to the look of the table
Go to tools; options; have a look at them all but database is the one you want. Make your changes and you will have to close the file (saving changes) and re-open before it will look any different.
