User Documentation – Using the Database

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.

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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.  For some data, a dropdown box is used (such as Title in the Customers Form).  To enter data into these, click on the blue arrow at the right hand side of the dropdown box, and click on the option that you want from the list that appears.

This works in the same way with the Books Form, which you would open if you wanted to add a new book to the database.

Amending Data

Say a customer moves home, which is a common occurrence.  Several details about them will change, such as their telephone number, their address and their postcode.  This is simple to amend.  Open the form in the way described above, and find the record of the customer you want to change.  This is achieved by using the navigation buttons at the bottom of the report (one is circled in the screenshot above).  The first button navigates to the first record, the second navigates to the previous record, the third navigates to the next record and the fourth navigates to the last record.

Join now!

Once you have found the record you want to amend, click in the box containing the data you want to change.  Delete the old data using the backspace key, and just type the new data in.

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Saving data

There is no need to manually save data entered into the form.  The database is automatically updated when new information is added or modified.  This makes for faster data input/modification.  However, it is recommended that you click the save button  just to make sure.

Processing Information

One useful function you will need to be ...

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