TU STUDIES
Using Computers
Database Module
Task 8

TASK

Producing a database from scratch

ACHIEVEMENT RECORD

5.1 level II

Up to now you have been entering data and using databases that have already been produced for you. From this task onwards you will be developing a database of your own. As a practice for your own database project, produce a simple union membership database containing the following fields:-

You can also include any other fields that you choose.

Start by creating the field names in a table called ‘Membership’. When you have done this you can create a form to display the data in a more aesthetic way.

Methodology Task 8

Start Microsoft Access and select Blank Database and click OK. Remember that Access saves your work as you go? Well, for that reason Access needs to know what your database is called and where you wish to file it. Select your floppy disk and call the database Task 8. You have now created a completely blank database. The only window is the datasheet window showing the various tabs, tables, queries, reports etc. The first thing you need to do is to create a new table. Make sure you are looking at the tables section in the datasheet view and click on the New button. Select Design View in the next window as shown below and click OK.

The table that is displayed is split in to three sections. The field name, the data type and description. The default data type is Text, others include dates, currency, yes/no etc. Fill the form in like this:-

Notice how the description fields are blank, these are just for your own reference. The fields we have used are fairly self explanatory so a description is not really necessary. You can add them if you wish. When you have added all of the fields click on the cross at the top right of the window to close it. Access asks you if you want to save the changes to table 1; click yes. You can now give the table a name:-

Fill in the name ‘Membership’ as shown and click OK. You will then get this warning panel:-

This is warning you that you have not define a ‘Primary Key’. His is a number unique to every entry on the database. It can be very useful for linking records later on as it is an absolute identification for a specific record. Click Yes and Access will add a primary key for you.

Your table is now defined. You can now create a form based upon it. Click on the Forms tab in the datasheet window and click New. Select Form Wizard and pick your table in the bottom box like this:-

Follow this process through, it is very similar to the report we created back in task 4. Select the options you want and let the wizard do the hard work! You should end up with a form that looks something like this (depending upon the options you have chosen, of course!).

You can now begin filling your database in with the details of the members. Add some names and details into the database (at least 10). Use either names of people from your workplace, fictitious names or some taken from the work you have done previously.

If you close your new database and re-open it all that will be displayed is the datasheet window, not your new form. You can stop this by selecting Tools + Startup. Fill in the form like this:-

Click OK. Now when you open your database the form you have created will be displayed.