Welcome to Technology Training @

The Public Library of Charlotte &Mecklenburg County

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• Maintaining Your Address Book using
Microsoft Access 2003
• Instructor: Mary Wright
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 By the end of this workshop, you
should be able to:
1.Operate a Database 3. Create a Database
 Navigate the menu systems.  Design and create a new
 Use the help feature. database.
 Minimize and maximize the  Create an auto-form for data
database window. entry.
 Minimize and maximize the  Enter data using a form.
database application.  Create and print a report..

2. Access a Database 4. Manage a Database

 Open and exit database  Search a database.
software.  Scroll through a database.
 Open and close a database  Sort database records.
 Edit existing data.

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What is a Database?
database http://webopedia.internet.com/

1) Often abbreviated DB. A collection of information organized in such a

way that a computer program can quickly select desired pieces of data.
You can think of a database as an electronic filing system.
Traditional databases are organized by fields, records, and tables. A field
is a single piece of information; a record is one complete set of fields; and
a table is a collection of records. For example, a telephone book is
analogous to a table. It contains a list of records, each of which consists
of three fields: name, address, and telephone number.
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TekMom's Tech Buzzwords for Students . . . . . . . . .
www.tekmom.com/buzzwords

Here is an example of a simple database.

The database has 3 records.

Each record has 4 fields:

the Name field,
the Address field,
the City field, and
the Phone Number field

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What are database objects?
 TABLES

QUERIES

FORMS
REPORTS

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http://office.microsoft.com/en-us/access/HA011189511033.aspx

Training
Home > Help and How-to > Training > Access 2003

Quick Reference Card - Get to know Access

TABLES

Tables store data, so they're essential

building blocks of any database.
A database should have a separate table
for every major subject of information,
such as employee records, customer
orders, shipping methods, or suppliers.
Data should not be duplicated in multiple
tables.
Each table contains rows called records
and columns called fields.

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© 2007 Microsoft Corporation. All rights reserved.
http://office.microsoft.com/en-us/access/HA011189511033.aspx

Training
Home > Help and How-to > Training > Access 2003

Quick Reference Card - Get to know Access

PRIMARY KEY

To distinguish one record from another,

tables can contain a primary key field.
The primary key is an identifier—such as
a part number, a product code, or an
Employee ID—that's unique to each
record.
The primary key should be a piece of
information that won't change
frequently.

© 2007 Microsoft Corporation. All rights reserved. 11

http://office.microsoft.com/en-us/access/HA011189511033.aspx

Training
Home > Help and How-to > Training > Access 2003

Quick Reference Card - Get to know Access

FORMS

Forms enable people to enter or view data

in your database easily.
Forms control and simplify data input. As
people enter data into a form, it is saved in
an underlying table.
Forms make data from a table or a query
easier to understand by presenting it in
visually appealing designs.

© 2007 Microsoft Corporation. All rights reserved.

© 2007 Microsoft Corporation. All rights reserved. 12

http://office.microsoft.com/en-us/access/HA011189511033.aspx
Training
Home > Help and How-to > Training > Access 2003

Quick Reference Card - Get to know Access

REPORTS
Reports convert data into documents.
Reports come in various shapes and sizes, but
they are all designed to present your data in
print.
Reports provide methods to format the
appearance of your data in the ways that are
most effective for your purpose.
Using reports, you can group your data,
perform calculations on it, and add headings
and other formatting to make it more
meaningful and easier to read.
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© 2007 Microsoft Corporation. All rights reserved.
http://office.microsoft.com/en-us/access/HA011189511033.aspx
Training
Home > Help and How-to > Training > Access 2003

Quick Reference Card - Get to know Access

QUERIES
Queries can answer questions by retrieving,
filtering, assembling, and sorting data from
your database.
When a query finds data and shows it to you, it
can also process that data according to your
instructions.
A query can perform calculations using the
data ("What is the sales total minus shipping costs?"),
update the data, and
combine data from different tables.

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© 2007 Microsoft Corporation. All rights reserved.
 OPEN
Microsoft Access 2003
Step 1: Click START.
Step 2: Click MICROSOFT OFFICE.
Step 3: Click MICROSOFT OFFICE ACCESS 2003.

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CREATE A NEW DATABASE.
Step 4: CLICK CREATE A NEW FILE…

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Step 5: CLICK BLANK DATABASE.

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SAVE A NEW DATABASE.

Step 6: INSERT A 3 ½ “ FLOPPY

DISK INTO THE FLOPPY DRIVE A.
Step 7: CLICK THE DOWN
ARROW TO THE RIGHT OF
THE SAVE IN…BOX.
Step 8: CLICK 3 ½ Floppy (A:)

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Step 9: CLICK THE DOWN
ARROW TO THE RIGHT OF
THE FILE NAME…BOX.
Step 10: PRESS THE
BACKSPACE KEY TO
CLEAR “db1.mdb”.

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Step 11: TYPE A NAME FOR
YOUR NEW DATABASE IN
THE FILE NAME…BOX.
Step 12: CLICK CREATE.

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CLOSE A DATABASE.
Step 13: CLICK File.
Step 14: CLICK Close.

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OPEN A SAVED DATABASE.
Step 15: CLICK File.
Step 16: CLICK Open.

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Step 17: CLICK THE DOWN
ARROW TO THE RIGHT OF
THE LOOK IN…BOX.
Step 18: CLICK 3 ½ Floppy (A:)

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Step 19: CLICK on the name of
your database file.
Step 20: CLICK Open.

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Step 21: Click NO.

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Step 22: Click OPEN.

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CREATE A NEW TABLE.

Address Book
Step 23: CLICK “Tables”.
CLICK “Create table by using
wizard.” CLICK Open.

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Step 24: CLICK PERSONAL.
Step 25: SCROLL DOWN under
“SAMPLES TABLES:” and
CLICK “ADDRESSES”.

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 STEP 26:
Under “SAMPLE
FIELDS: “CLICK on
the field you would like
to include in your new
table. CLICK the
single right-facing
arrow (>) to send the
field to the “Fields in
my new table” box.

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Step 27: Type a name for your table in the text
box provided under :
“What do you want to name your table?”
Step 28: CLICK “Yes, set a primary key for me.”
CLICK NEXT.

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Step 29: CLICK “Enter data
into the table using a form the
wizard creates for me.”
CLICK the FINISH button.

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Step 30 : CLICK in each field to enter data,
or press the TAB key to travel from field to
field, and from record to record.
Step 31 : To save the changes:
CLICK File.
CLICK Close.
CLICK Yes.
Type a name for your form in
the Save As box.
CLICK OK.

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CHANGE THE STYLE OF A
FORM.
Step 32: CLICK Forms.
CLICK on your address book form.
CLICK Design.

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Step 33: CLICK the Select Form button.
CLICK Format.
CLICK AutoFormat.

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Step 34: CLICK on the style of your choice.
CLICK NEXT.

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Step 35: CLICK File.
CLICK Close.
CLICK Yes.

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 ENTER DATA.
For practice data, copy & paste the following link in the address bar of your browser:
http://tinyurl.com/35ev6m
Step 36 : CLICK Forms.
CLICK on the name of your form.
CLICK Open.

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Step 37 : CLICK in each field
to enter data, or press the TAB
key to travel from field to field,
and from record to record.
Step 38: To save the changes:
CLICK File.
CLICK Close.
CLICK Yes.

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SORT RECORDS
Step 39 : CLICK the Sort Ascending
button to sort the records from A to Z.

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Step 40 : CLICK the Sort Descending
button to sort the records from A to Z.

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ADD A RECORD
Step 41 : CLICK the
New Record button to add a
new record.

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DELETE A RECORD
Step 42: CLICK the
Delete Record button to
delete a record.

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Step 43: Verify that you want to delete
the record by clicking Yes.
If you do not want to delete the
record, click No.

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SEARCH FOR A RECORD
Step 44: To search for a record:
CLICK the field you want to search.
CLICK the Find button.
Type the name of the record in the
Find What text box.
CLICK in the Look In box to choose a
table.
CLICK in the Match box and choose
Whole Field, Any Part of Field, or Start
of Field.
CLICK All, Up, or Down in the Search
box.
CLICK the Find Next button. 61
CLICK the Close Button .
FILTER RECORDS
Step 45: CLICK the Filter by Form
button.

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Step 46: CLICK in the
field you want to filter by.
CLICK the down arrow
that appears.
CLICK the field type.

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Step 47: CLICK the
Apply Filter button.

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Step 48 : CLICK the
Remove Filter button.

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Step 49 : CLICK File.
CLICK Close.

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CREATE A REPORT
Step 50: CLICK Reports.
CLICK “Create report by using wizard.”
CLICK New.

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Step 51:
CLICK Report Wizard.
CLICK the desired table on
which you want your report
based.
Click OK.

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Step 52: CLICK the
down arrow to the right
of the Tables/Queries
box.

CLICK the desired table.

CLICK the double

right-facing arrow (>>)
to send all the fields in
your table to the
“Selected Fields” box.

CLICK NEXT.

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Step 53:
CLICK NEXT.

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Step 54: CLICK the
down arrow under the
heading: You can sort
records by up to four
fields, in either
ascending or
descending order.
CLICK the field or
you want to sort or you
may leave it blank..
CLICK Next.

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Step 55:
CLICK Justified.
CLICK Portrait.
CLICK Next.

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Step 56:
CLICK on the report style
of your choice.
CLICK Next.

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Step 57: Type a name for your report in the
text box provided under:
“What title do you want for your report?”
CLICK “Preview the report.”
CLICK Finish.

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Step 58: CLICK the right-
facing arrow at the bottom
of the report window to go to
the next page of the report.
To Print the report:
CLICK File. CLICK Print.
Click OK.
CLICK File. CLICK Close
to close the report window
and return to the database 78
window.
Step 60:
To close the database you have
created:
CLICK File.
CLICK Close.
To close Microsoft Access:
CLICK File.
CLICK Exit.

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Step 59: To Close Microsoft Access:
CLICK File..
Step 60: CLICK Exit.

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 Would you like a copy of the
presentation we used during
class for review and practice?
• http://tinyurl.com/3y4p3d
• Type the above URL in the address bar of your
browser.
• If you have a Google account, LOG IN.
• If you don’t have a Google account, CLICK the
• GET STARTED button to create one, or CLICK :
View published presentation in a new window .
to start the presentation without logging in.

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 Would you like to practice your
database skills? Try the following
websites to continue your
education…
• Microsoft Access 2003 Courses
Self-paced training courses for Microsoft
software are available from Microsoft.
They can be accessed at:

http://office.microsoft.com/en-us/training/default.aspx
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To search for ebooks on ACCESS 2003:
Log onto www.plcmc.org
Click RESEARCH/HOMEWORK
Click NetLibrary. 
Type Access 2003.

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 Join us for the next class:
• Managing Your Multimedia Collection
using Microsoft Access 2003
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