Last updated: 11/3/99
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Using MS Access

1. Like Excel, Access presents a screen composed of cells located in rows and columns. Don't be fooled by this similarity -- they are very different.

   Description	Excel (spreadsheet)	Access (database)
   What is in the row labels	1, 2, 3, 4	Nothing
   What is in the column headings	A, B, C	Field names that you set (or accept Access' default)
   What is in the rows	Whatever you want - layout is freeform	A record -- a full set of information for a single case, such as all of WSU's personnel information for David Bowen in one record, for Irvin Reid in another
   What is in the columns	Whatever you want - layout is freeform	Field values - must be the same item (e.g. Firstname) and data type for each record
   Combining tables	One spreadsheet can get information from another	Can combine several tables to make one big one (relation)
   Size	256 columns by 65,000 rows	255 fields, no limit on records (must be in linked files each less than 1 GB)

2. Access opening screen
   
   Accept the default and click OK to get the File / Open dialog, which is also available using the folder icon or the File menu
3. A database must have at least one table, but it can have many. The tables for the conferencing system database are shown below. This view of a database is called the Database Window
   
4. To open a table in the rows and columns view (datasheet view), click on it to select it and click the Open button (or double-click the table
   
5. Tables
   1. Datasheet view - this shows a table as an array (rows or records, and columns or fields) of cells, with the field names at the top, running from left to right
      1. To open a table in Datasheet view, click on the table you want, to select it, and then click on the "Open" button
      2. To insert a new field in Datasheet view, chose the menu item Insert / Column
      3. To change a field name in Datasheet view, double-click on the name (highlights the field name), type the new name, and tap <Enter>
         
      4. To enter data into a cell
         1. Click in the cell
         2. Type the data
         3. Tap the <Enter> key or go to another cell
            
      5. Most database programs do not have a Save or Save As... for data entry. The data is so important that it is saved automatically, as soon as you tap <Enter> or go to another cell.. Other changes must be saved, but not data entry.
   2. Design view - this shows the list of field names only, running from top to bottom
      1. To open a table in Design view, click on the table you want, to select it, and then click on the "Design" button
         
      2. To insert a new field in Design view, click in the next empty space and type a name for the field. To accept this, leave the space by clicking or arrow-keying to another space, or by tapping <Enter>
      3. To change a field name in Datasheet view, click in the space and edit the name, using the normal editing keys
      4. To change the data type for a field, click near the right edge of the "Data Type column for that field. A drop-down arrow pops up - click on it. Select the data type from the drop-down list. The following data types are available:
         1. Text
         2. Number
         3. Date/Time
         4. Currency
         5. Auto Number
         6. Yes/No
6. Open the database file with the changed name, and add two records to it.