Access_Ch1_Introduction_to_Access

Access_Ch1_Introduction_to_Access - Introduction to Access...

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Unformatted text preview: Introduction to Access As we previously discussed, there are many benefits for creating an electronic database to store information. For example, users can access information quickly by finding it on the computer, and not having to go to locate something in a file cabinet. For example, a membership list of an organization is a practical use for a database. To establish a record, it must be determined what fields or pieces of information are wanted for each member. Keeping the first name and last name separate as well as city, state, and zip code fields will allow more flexibility in using other features. To create an organization membership directory the entries would be put in alphabetized by last name and formatted for each entry to be separate with the basic information included. If the organization has a phone committee that calls members, a report can be created with only names and phone numbers included. When letters are mailed the mail merge feature will allow individualized letters to be created. Mailing labels can be used for the mailings. If only the executive committee or members from a certain town need to be found, a query can be run to show only selected members. All of these various tasks can be completed and the original data only has to be entered once into the application. Often students ask, why not just store all of the information in a spreadsheet? Consider the temporary hiring agency example below. Employer ID Employer Name Address Phone Position ID Position Title 10122 BeanTown Tours 105 State Street, Boston, MA 02109 617-451-1970 2045 Tour Guide 10125 Boston Harbor Excursions 75 Atlantic Avenue, Boston, MA 021110 617-235-1800 2082 Reservationist 10126 DaySide Inn & Country Club 354 Oceanside Drive, Brewster, MA 02631 508-283-5775 2040 Waiter/Waitress 10190 The Briar Rose Inn 105 Queen Street, Charlottetown PE CIA8R4 (902) 636-1595 2053 Host/Hostess 10191 Windsor Alpine Tours 14 Longmeadow Road, Laconia, NH 03246 603-266-9233 2078 Ski Patrol 10198 Trudel Spa & Resort 40 Rue Rivard, North Hatley, QC J0B 2CO 8198427783 2066 Lifeguard 10126 Baside Inn & Country Club 354 Oceanside Drive, Brewster, MA 02631 508-283-5775 2073 Pro Shop Clerk 10191 Windsor Alpine Tours 14 Longmeadow Road, Laconia, NH 03246 603-266-9233 2079 Day Care Worker 10126 Bayside Inn & Club 354 Oceanside Drive, Brewster, MA 02631 508-283-5775 2111 Kitchen Help Look closely at the data in this figure. What problems do you see? If you examine carefully, there are problems with inconsistent data (data integrity issues), redundant data, inconsistent formats, and possibly inaccurate data, as noted in the figure below. 1 of 6 Employer ID Employer Name Address Phone Position ID Position Title 10122 BeanTown Tours 105 State Street, Boston, MA 02109 617-451-1970 2045 Tour Guide 10125 Boston Harbor Excursions 75 Atlantic Avenue, Boston, MA 021110 617-235-1800 2082 Reservationist 10126 DaySide Inn & Country Club 354 Oceanside Drive, Brewster, MA 02631 508-283-5775 2040...
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Access_Ch1_Introduction_to_Access - Introduction to Access...

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