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Database Creation and Management Workshop Guide

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Learn to create a database from scratch, manage data efficiently, design forms, and simplify database navigation. Understand the importance of key fields, field selection, and form creation. Discover management tools for seamless database operation.

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Database Creation and Management Workshop Guide

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  1. Intermediate Access: On Creating a Database from Scratch Center for Teaching Advancement and Assessment Research

  2. Marcie Anszperger Center for Teaching Advancement and Assessment Research 848 932-7466 mja@ctaar.rutgers.edu http://ctaar.rutgers.edu/ http://ctaar.rutgers.edu/groups/workshops

  3. Databases: where to start? • Why do you need a database? • How many people will share? • Who is in charge – the database administrator (you) • Is there pre-existing data you need to incorporate? • Excel or Access? • What reports do you need to generate?

  4. Databases: where to start? • What is the purpose of your database? • Data collection • Name & address lists • Inventory • Keep financial records

  5. Databases: where to start? • What is the most important piece of equipment you need for designing an Access database? • Answer: a cocktail napkin.

  6. My database

  7. Databases: where to start? • Sketch out a diagram • Organize groups of fields into appropriate tables • Avoid duplicating identical information in several tables • You will only need to update once • Eliminate the risk of duplicate entries containing different information

  8. Databases: where to start? • Talk with potential users of your database • Brainstorm basic functionality vs. nice-to-have features • Determine if they have data you can use • Consider combining similar records from multiple users into one comprehensive database • How will new data be entered?

  9. Databases: other considerations • Who will design the database? • Who will administrate the day-to-day operation of your database? • Backups • Create documentation! • <TOOLS><ANALYZE><DOCUMENTER> • Address security issues

  10. Databases: on a roll • Determine a key field for each table • Uniquely identifies records • Helps with searches, sorts & general database utilities • Key fields are crucial to the design of relational databases in Access • You can have Access automatically generate one with the AutoNumberfield type

  11. Determining Database Fields: Do’s • Make a list of fields you think you might need for each table • Look at sample reports for potential fields • Separate combined fields into the smallest logical units • Easier to sort & query data • Consider YES/NO fields • Use easily recognizable field names • Try to use lookup tables to standardize data • Multiple value lookup selections

  12. Determining Database Fields: Don’ts • Don’t combine multiple objects in one field: e.g. “Paramus, NJ 07652” • Difficult to search, sort, & find • Don’t use calculations in a table • Do the math in a query • Don’t use multiples of the same field in your table

  13. Database Forms • Make data entry & management easier and more accurate • New design tools in Access 2007 and 2010 make form creation easier than ever • Create forms after your tables have been finalized – forms take advantage of lookups, validation rules and parameters built into the table

  14. Database Forms • Datasheet forms can simulate the standard table view • One form can be used for data entry, browsing records and data management • Forms can be based on either tables or queries

  15. Managing a Switchboard/Menu • Create a menu-driven database system • Simplifies end-user database management • Menus can have submenus • Limit of 8 objects per menu – submenus can multiply functionality • Menus can be opened automatically • Use enhanced form design tools to design menus

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