For the purpose of your electronic portfolio, you will use Access database to organize resource data. Specifically, you will organize by: (check with your course instructor for specific categories!)
Fields: Each "category" has a field name.
Once you create the database fields, the easiest way to enter data is to use LIST view. (However, it's usually easier to DESIGN your database in DESIGN view!) Each student will input data in each individual CELL on one ROW. This creates a RECORD.
All the student’s input together makes up our FILE.
Then, if you, as the teacher want to print JUST the book/URL titles, you can do that by creating a QUERY and running a REPORT. You may also SORT your database by fields. For example, you may want to sort your student’s database in ascending order by author name.
Some basic steps:
1. Open Access and create a new database using BLANK DATABASE.
2. SAVE to your removable storage (CD-RW, Zip, etc.)! Name this file using eight (8) characters or fewer -- this will help to cut down on problems when converting to HTML.
3. Click on CREATE
4. You should be on the TABLE tab option -- this is the next screen which automatically pops up after you choose "Create." Click on "New."
5. Then, Select CREATE TABLE IN DESIGN VIEW
6. Type each field name and then tab to Data Type. All your fields should be "text," with the exception of URL -- MAKE SURE YOU SELECT HYPERLINK FOR THIS ONE, otherwise, your address will not be "clickable" once you convert your database to HTML. ***ANOTHER IMPORTANT NOTE: Many folks type more than 50 characters for the Description field entry. You may want to select MEMO for data type
7. Use your tab key to tab to next line to continue inputting your field names.
8. Once you’ve completed your field name inputs, select VIEW, Datasheet VIEW.
9. You will get a message stating: You must first save the table. Select YES. Name this table. (Select a name you want). Since you can have more than one table within a particular database, you may not want to name the table and the database the same name. This could cut down on some confusion later when you are searching for files...
10. Next, you will get a message: There is no primary key defined. DO NOT CREATE A PRIMARY KEY! SELECT "NO."
11. Now, you're in datasheet view and you can enter each field's information across the row! When you've finished entering your information, don't forget to SAVE!!!
12. To create a report, you must first create a query asking for the information you want in your report. For example, you may want just those sites you've rated as a 5. To do this, click on the Query Tab; select Create Query by Using Wizard; Make sure you select the table fields you want to "query" from and move your fields to the right. Then select the desired field and use the arrow key to send it to the other side labeled "Selected Fields." Then click on NEXT and FINISH. Close/save changes. Then, you're ready to run a report. To run a report on your queries or the main database, Select REPORT tab and use the wizard to run a report in a similarly to how you run a query.
SAVING AS HTML:
The recommended manner
is as follows...
