How to Develop an Address Database
An address database contains information about a group of individuals, such as a list of members in a particular club or a list of subscribers to a magazine. It is helpful in creating address labels or a mailing list. Depending on how the database is designed, the information may be stored in one table or in several tables. You can develop an address database using a simple database program such as MS Access.
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Instructions
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Start the MS Access program from your computer by clicking "Start>Programs>Microsoft Office>MS Access [version]".
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Select "Blank Access Database" from the dialog box to begin a new database of addresses.
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Type a database name under the "File Name" box. Click the "Create" button to get started.
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Double-click "Create Table In Design View" to design your database table(s).
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Input the fields you will need in your table one row at a time. In the "Field Name" box, supply the name of the column that will hold specific information, such as "Last Name." Set its corresponding data type and size by choosing the appropriate properties from the drop-down boxes. Continue adding the rest of the table fields. Your table may have field names such as "First Name," "Middle Initial," "Street Address," "City," "Country," "Zip Code," etc.
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Choose a primary key from among the list of fields by selecting a specific field name from the "Design View" and clicking the "Primary Key" icon from the toolbar. This serves as a unique identifier in every record in the address database. Common primary key fields used include a "Member ID" or a "Birth Date." Make sure the field you choose is unique in every record. This will aid in speedy record searches when the database is filled.
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Type "Address" or a similar name into the "Table Name" dialog box to name your table. Save your work by clicking "Save" from the toolbar.
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Populate the database. You can do this in two ways: manual entry of information directly into the database table, or create a front-end program that will handle the input of data. To manually input records into the table one row at a time, double-click the table name to open it in spreadsheet view, and enter information into individual columns.
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Add records through a front-end program. Create a data entry form using a programming software, and set a connection to the database. Configure the source code to save the inputs into the database table once the user clicks the "Save" button. Run the program and supply the information into the form. Click "Save" to add the information into the database.
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