How to Use a Database

A database can be a wonderful tool to help you organize just about any type of information that can be organized. Most database manuals use a file cabinet reference to teach people the concepts and details behind the database. At its heart, the database is nothing more than a collection of information stored in a way that you can store and retrieve in a meaningful way.

Instructions

1. Open a new blank database. When you open a database, check to be sure a table is created for you. Most database programs will start a new table for you, but some will require you to build a new table.

2. Store data in your table. You can just start typing your data. To make sure your data makes sense and will work throughout the rest of the database, try to organize your data so that each row, or record, contains information about one thing. For example, if your data is about people, put data about one person on each row. If your data is about computers, put information about one computer on each row.

3. Create a new form. Forms are used to help you put data into a database. When you enter data into a form, you are actually putting data in the tables that are behind them. When you create a form and your table is still open, most databases will automatically build a form that matches the table you just created. That form will make it easier for you and others to enter data into the table. You can edit the form to include better descriptions of the data that is to be entered.

4. Create a new query. In many database programs, there will be a wizard that you can use. Answer the questions in the query wizard to decide which data you want to display and how you want it displayed. A query is used to ask a question of the data in the database and provide you with an answer. Queries are very useful when you have lots of data or complex data.

5. Create a report. Again, most databases will have a wizard that will help you create the report. The wizard will ask you to answer a number of questions about the data you want to display, how you want it to appear, and how you want the data sorted. You can make a report based on a table or a query. Reports are useful when you want to print data from your database.

6. Continue adding data. Use additional tables to add more data about other types of information. As a basic rule, use a table to describe one set of things. Each record, or row, in the table contains all the information about one of those things. Using queries, reports, and forms you can enter your data, view your data and print your data.

Tips & Warnings

• You can have different queries and different reports for one table.