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User Guide-Database

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Welcome. This guide has been written to inform users of the Bookshire Local Library database of how to use the database. The guide aims to be as informative and comprehensive as possible, whilst being easily accessible for staff with all levels of experience working with computers. How to find the database First, find the database. To do this, click Start-->My Documents and double click on the Library DB database. This will open Microsoft Access, the database management program. 1. 2. How to open the data input form Once in Access, you will see a window containing all of the options for using the database. As we will be editing forms, click on the Forms tab, and double click the form that you want to use (this will either be the Customers Form or the Books Form). This will open up the form for use. Entering Data This operation will need to be performed when adding new records (e.g. customers/books) to the database. Let us assume that a new customer has joined: we will need to enter their new data into the Customers Form. This is quite a simple operation. First, open the Customers Form (see previous section). Then go to the last record by clicking the end record button (on the far right at the bottom of the form, circled below) and then the next record button (the button to the left of the end record button). This will give you a blank record. To enter data, simply click in the box that corresponds to the data you are entering and type the data. ...read more.


Simply select the field you want to edit, and type in the new criteria (in this case select the genre field, delete "Horror" and type in "Fantasy"). Then run the query by clicking on the button, and the new criteria will be displayed. 1. 2. 3. If you want to save the changes to the query, click on File-->Save As and then type an appropriate name into the box and click Save. N.B. This option is not recommended for users who are not certain how to create new forms, as saving a query under a different name will not affect the report that the previous one was based on. Using Reports Reports display information returned by queries in an easy to view, printable format. To view a report, find the database's main menu by minimising any forms, queries, etc. as described above. Then click on the reports tab and double click the report you want to open. To print a report, open it and then click the print button at the top of the screen. Reports are linked to queries. Changing the data in a query will change the data produced in the report. For example, if we again use the Horror Books query, and change the criteria to fantasy, the report will show fantasy books when it is run. This is the report before modifying the query. However, after changing the criteria to Fantasy, the report looks like this: Queries linked to reports There are three queries linked to reports in the current database. ...read more.


This is due to the fact that the fields in the database are a certain size, and any data that exceeds this size will not be entered. To rectify this problem, close the form, click on the Tables tab and open the appropriate table. Next click on the design view button (below "File") and click on the field you want to change. Change the field size to a higher value and click the Save button. You can then close the table, re-open the form and enter the data. If it still does not fit, repeat the steps above but using a higher value, until it fits. Problem 2 The second problem that is frequently encountered is when the wrong type of data (erroneous data) is entered into the database. The user may see an error message saying that the data entered "isn't valid for the field." An example of this is when text is entered into a number field, such as a fine due. To correct this, ensure that the correct data is being entered into each field. If it is a fine, ensure that the data is in the form of a currency in pounds and pence. Problem 3 Another problem that may be encountered is when entering a data of birth. The database may return the following error message: The reason for this is that the date has not been entered in the correct format. When entering a date, the date must be entered in the correct format. To correct this problem, simply enter the date in the format DD/MM/YYYY. ?? ?? ?? ?? User Documentation - Using the Database 1 ...read more.

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