Creating a Database in Microsoft Office

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Creating a Database
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The Databases tab shows predefined database templates
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To start the Database Wizard, double-click the icon in the Templates dialog box, or select it and choose OK The File New Database dialog box opens where you specify the location for the database file and give it a name or accept the suggested name Then, click Create to continue with the wizard A blank Database window appears briefly while the wizard is looking for the database elements in the template, and then a window appears listing the contents of the tables to be in the design Figure 3-4 shows the opening Database Wizard screen for the Service Call Management database
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NOTE If you want to see the details of any other template, click Cancel and go back to the
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Templates window Then repeat the previous steps
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Stepping Through the Wizard
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Once you select the basis for your database asset management, membership maintenance, order control, or whatever the wizard leads you through a series of design steps The steps include the following:
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Adding optional fields from a list of suggested fields for each table Selecting your preferred screen display appearance Selecting a report style for printed output Entering a title for the new database Including a picture to appear in forms and reports, such as a company logo
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Part I:
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Getting Started
FIGURE 3-4
This is the information the database will include
You have a chance to customize your database to a limited degree during the process After the wizard is through, you have much more flexibility with the design To continue creating the Home Tech Repair database with the Service Management template as the basis, choose Next to accept the template
Selecting Tables and Fields
The second wizard dialog box displays the list of tables to appear in the Home Tech Repair database You have no choice about the table list, but you can add more fields than the wizard has planned As you highlight each table name, a list of fields appears in the right box The field names that appear in regular font are required fields and are already checked Optional fields appear in italic and aren t checked Checking an optional field adds it to the table Figure 3-5 shows the CCAuthoriz # field as an optional field that can be added to the Payment information table Click Next to move to the third dialog box
REMEMBER If you change your mind or forget to select a particular option, you can always return
to previous dialog boxes by clicking Back
Choosing Form and Report Styles
The next two dialog boxes give you a choice of ten different screen displays and six report styles As you select an option, a sample appears in the preview pane on the left Select an option and view the appearance in the sample pane When you re satisfied, click Next
3:
Creating a Database
FIGURE 3-5
Adding an optional field to a table
TIP The screen display and report style formats are also available when you click the AutoFormat
button on the Form or Report Design toolbar When you open the AutoFormat dialog box, you also have a chance to customize the format and put it back on the list, either as an updated format or as a new format The customized formats are then available to the Database Wizard
Naming the Database
In the last wizard dialog box (see Figure 3-6), you can give the database a special name to appear in the switchboards and the title bar You can also include a picture The picture you
FIGURE 3-6
Enter a name for the database
Part I:
Getting Started
specify in this dialog box automatically appears in the header of all the reports generated by the wizard If you don t select the picture in this dialog box, you have to add it individually to each report later To add a picture, check the Yes, I d like to include a picture option and click the Picture button The Insert Picture dialog box opens, in which you can browse for the folder that contains the picture you want As you select images from the list, a preview appears in the right pane Click OK to add the selected image and return to the previous dialog box Choose Next, and then accept the Yes, start the database option in the last dialog box to start the database and click Finish While the wizard is constructing the database, you can see the process in the background behind the Database Wizard odometers After a while, a message appears asking for your company name, address, and related information Click OK and fill in the dialog box When you close the form, the main switchboard for the new database appears on the screen (see Figure 3-7) This is the main user interface for working with the database
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