EDUC 210: Computers in Education Database Handout Definition Webopedia - A collection of information organized in such a way that a computerprogram can quickly select desired pieces of data. You can think of a database as an electronic filing system. Tables in traditional databases are organized by fields, records, and files. · Field - a single piece of information · Record - one complete set of fields · Table - a collection of records For example, a telephone book is a table. It contains a list of records, one for each subscriber. Each of the records consists of three fields: name, address, and telephone number. A simpler example may be to look at one of the databases that we have already done. CRN Dept Crs # Description Instructor Location Pass/Fail 4568 BIOL 110 Principles of Biology Smith LS 111 No 6166 CHEM 102 Chemistry II Mattson LS 209 Yes 8523 EDUC 210 Computers in Education Johnson BU 361 No 6541 ELEM 315 Methods of Teaching Reading Rosenthal SBE 104 No 6953 SPAN 110 Spanish I Diaz JKSA 301 Yes Each of the column headings is a field. Each row is a record. In databases we refer to columns as fields, and rows as records. The most common database objects are tables, forms, queries, and reports. · Table – collection of records · Form – more user-friendly interface for entering information into the table · Queries – used to pull only certain information from tables. We use criteria to tell the query what to pull, for example, only classes starting with CHEM. · Report – a printer-friendly representation of information in a table or query. IMPORTANT NOTES: · Access has wizards for just about every object. Wizards make it easier for people new to Access to create objects such as tables, queries, forms and reports. · It is important to know that each object has different Views. · In design view, you can make any changes that you want to the structure and appearance of the object. For instance, in the design view for a form, you can move the data boxes around so that the page is more appealing. You can also change the background and the font, etc. · In datasheet or form view, you can enter information directly into a table. In report view, you can see how your report is laid out. · Access 2007 has made using databases much easier. The ribbon and wizards make using the database much more like creating a document in Word. EDUC 210: Computers in Education Simple Access Database Tutorial CREATING AND EDITING A TABLE 1. Open Microsoft Access. 2. Click “Blank Database” to create a new database. 3. Name the database FSU Courses (your initials) eg FSU Courses RJ. 4. Click the view icon , and select Design View. 5. Save the table as Spring 2009. 6. Change the first field name to CRN. 7. Change the data type to Number 8. Create the following additional fields (make all fields required) Field Name Data Type Department Lookup Wizard** Course_Number Number Description Text Instructor Text Location Text Allow_Pass_ ...

1. EDUC 210: Computers in Education
Database Handout
Definition
Webopedia - A collection of information organized in such a
way that a computerprogram can quickly select desired pieces
of data. You can think of a database as an electronic filing
system.
Tables in traditional databases are organized by fields, records,
and files.
· Field - a single piece of information
· Record - one complete set of fields
· Table - a collection of records
For example, a telephone book is a table. It contains a list of
records, one for each subscriber. Each of the records consists
of three fields: name, address, and telephone number.
A simpler example may be to look at one of the databases that
we have already done.
CRN
Dept
Crs #
Description
Instructor
Location
Pass/Fail
4568
BIOL
110
Principles of Biology
Smith

2. LS 111
No
6166
CHEM
102
Chemistry II
Mattson
LS 209
Yes
8523
EDUC
210
Computers in Education
Johnson
BU 361
No
6541
ELEM
315
Methods of Teaching Reading
Rosenthal
SBE 104
No
6953
SPAN
110
Spanish I
Diaz
JKSA 301
Yes
Each of the column headings is a field. Each row is a record.
In databases we refer to columns as fields, and rows as records.
The most common database objects are tables, forms, queries,
and reports.

3. · Table – collection of records
· Form – more user-friendly interface for entering information
into the table
· Queries – used to pull only certain information from tables.
We use criteria to tell the query what to pull, for example, only
classes starting with CHEM.
· Report – a printer-friendly representation of information in a
table or query.
IMPORTANT NOTES:
· Access has wizards for just about every object. Wizards make
it easier for people new to Access to create objects such as
tables, queries, forms and reports.
· It is important to know that each object has different Views.
· In design view, you can make any changes that you want to the
structure and appearance of the object. For instance, in the
design view for a form, you can move the data boxes around so
that the page is more appealing. You can also change the
background and the font, etc.
· In datasheet or form view, you can enter information directly
into a table. In report view, you can see how your report is laid
out.
· Access 2007 has made using databases much easier. The
ribbon and wizards make using the database much more like
creating a document in Word.
EDUC 210: Computers in Education
Simple Access Database Tutorial

4. CREATING AND EDITING A TABLE
1. Open Microsoft Access.
2. Click “Blank Database” to create a new database.
3. Name the database FSU Courses (your initials) eg FSU
Courses RJ.
4. Click the view icon , and select Design View.
5. Save the table as Spring 2009.
6. Change the first field name to CRN.
7. Change the data type to Number
8. Create the following additional fields (make all fields
required)
Field Name
Data Type
Department
Lookup Wizard**
Course_Number
Number
Description
Text
Instructor
Text
Location
Text
Allow_Pass_Fail
Yes/No

5. ** Once you have clicked lookup wizard, follow the following
steps:
· Select “I will type in the values that I want” and click Next.
· Under Column 1, type the these Departments:
· BIOL
· CHEM
· EDUC
· ENGL
· ELEM
· SPAN
· Click Next
· Click Finish
· The data type for Department will revert to “Text”. That’s
okay. You will see the items you typed after steps 9 and 10.
9. Click the View icon again. Save the table.
10. Enter the following Data into the table:
4568
BIOL
110
Principles of Biology
Smith
LS 111
No
6166

6. CHEM
102
Chemistry II
Mattson
LS 209
Yes
8523
EDUC
210
Computers in Education
Johnson
BU 361
No
6541
ELEM
315
Methods of Teaching Reading
Rosenthal
SBE 104
No
6953
SPAN
110
Spanish I
Diaz
JKSA 301
Yes
CREATING A FORM AND ENTERING DATA
1. Click the Create tab.
2. Click Form.
3. Click the View icon to go to the Form View.
4. Use the form to enter the following additional information:

7. 9432
CHEM
101
Chemistry I
Mattson
LS 209
Yes
5751
EDUC
310
Foundations of Education
Baker
BU 119
No
7596
EDUC
330
Ed Psych and Measure
Baker
BU 136
No
3587
ENGL
300
Children’s Literature
Moore
BU 216
Yes
1358
SPAN
120
Spanish II
Diaz
JKSA 301
Yes

8. Use the navigational button above to scroll through the records.
The arrow with the gold star will take you to a blank form so
that you may enter new information.
CREATING A QUERY
1. Click the Create tab.
2. Click Query Wizard.
3. Choose Simple Query Wizard.
4. Add all the fields except Description and Allow_Pass_Fail to
the Selected Fields box.
5. Click Next twice.
6. Select Modify the Query Design.
7. Click Finish.
8. Let’s filter the query: under the Department column at the
bottom of the page, enter CHEM in the Criteria row.
9. Click the View icon.
10. You should now only see the CHEM classes listed.
CREATING A REPORT
1. Click the Create tab.
2. Click Report Wizard.
3. Under Tables/Queries, select the Spring 2009 table.

9. 4. Add CRN, Department, Course_Number, and Location to the
Selected Fields box.
5. Click Next twice.
6. Sort Ascending by Department.
7. Click Next.
8. Select a layout and an orientation and click Next.
9. Select a style and click Next.
10. Click Finish.