Logon then turn your monitor off!

1. Logon thenturn your monitor off!

2. Creating a database A way of keeping information

3. Start the database program • Start • > Programs • > Microsoft Office • > Access

4. Type in ‘members’ Click ‘Create’ Create the new database

5. Double click ‘Create table in design view’ Now create a table to hold the data

6. What’sa field? Type ‘Surname’ here. (No not your surname – the word ‘Surname’) Enter some fields A field is the name of one bit of data – for example ‘Surname’

7. Click here to get the ‘Text’ field type to appear in this column. Now tell it what type of field Is ’50’ too long? The longest surname in school is 15 characters long! Change it to 20

8. Create more fields • First Name (length 15) • Gender (length 1 – you will enter M or F) • Address line 1 (You work out how long to make it. Think of the longest you know and add a few extra) • District (How long?) • Town (How long?) • Postcode (postcodes can be 9 long)

9. Then click here and click the V after the ‘Text’ which appears Type ‘Date of birth’ here Add a ‘Date of birth’ field

10. Select ‘Date/Time’

11. Click here and then on the ‘V’ which appears Choose ‘Medium Date’ Now choose the type of date

12. Add a membership number

13. Click this icon Make it a ‘Primary key’ What’s a Primary Key? A field which is a primary key has to have unique entries – no two the same. Autonumber fields are always unique.

14. Save the table • Use File > Save • Type in a table name e.g. ‘Member list’ • Click ‘OK’

15. Starting your database again • Choose Start > My Documents • Find your database file – it should be called ‘members’ and will look like • Double click the file • Choose ‘Yes’ then ‘No’ then ‘Open’

16. Putting data in the database Try double clicking this.

17. The table of data You could just click in the table and enter data but… …there’s a better way Click this cross to close the table.

18. Creating a form to enter data …then double click ‘Create form by using wizard’. Select this ‘object’

19. Creating a form (2) Click this … …then click ‘Finish’.

20. Entering data in a form. Ignore this Type your details Type your details Type M or F e.g. 12-Jan-1987 Type your details Click this for the next one Smith Joseph M 12-Jan-93 16 Feather drive Harold Hill Romford RM3 7FG

21. Entering data in a form. Oops there’s a mistake! That should be ‘Drive’ not ‘drive’ To fix it just click where the mistake is and correct it. Smith Joseph M 12-Jan-93 16 Feather drive 16 Feather rive 16 Feather Drive Harold Hill Romford RM3 7FG