Personalize a  Short Address List
A Webtask for adult learners

Read over your rubrics (self-evaluation) for this task before you go on. Click on the arrow, and use the BACK button on your browser to return to this page. (Use the BACK button to return to this page)

Access uses tables to organize information or data. Tables have columns and rows. Columns and rows (called fields and records in Access) form cells. Cells are the small spaces where you enter information.

Definitions to Get You Started

Database - A collection or a group of related information (data).  Access creates databases with you. A database organizes information or data. It connects the data you enter. That way, you can find data in a number of easy ways. 

For example, if you want to create a phone list of your friends, you will first enter the information for each friend. After that, you can find that information by searching all last names, or first names, or cities, or phones, or any other way you want. Look at the list below in Access.

Table - A grouping of data organized in columns and rows. 

columnrow.gif (12715 bytes)


Field - A defined type of column in a table that contains specific information, like FIRST NAME, LAST NAME, PHONE . [Notice the fields defined in the table above.]

Record - The specific data entered in each row. In the fields mentioned above, the record for FIRST NAME might be Dan. The record for LAST NAME might be Morgan.

Cell - the small spaces where a field and a record meet.

Activity 1- Open and save a database file.

NOTE: In Access, you must save a file before you can create records.

STEP 1: Open Access on your computer. Go to START -> PROGRAMS -> MICROSOFT ACCESS. [You will now have to toggle (go back and forth) between this Task and your program. Click ALT +TAB to go between the two windows.] 

GetAccess.jpg (39898 bytes)

STEP 2: When Access opens, you will have some options. If you are using Access 2002 or XP, you will see a panel open.

If you are using earlier versions of Access, you may see a window open. 

CreateDatabase.jpg (28041 bytes)

In either case, select NEW -> Blank Database. A box will open asking you to save your file. Save it on your computer as "your initialsdb1.mdb." For example, if Bob Barley were saving it, he would call it "bbdb1.mdb" (for bobbarelydatabase1).

A window will open showing you a blank table in Access. You will use this database in your next Access Task.

Activity 2 - Open a completed database. Substitute new records for the data entered.  

STEP 1: Click on the arrow below to open a database with fields entered for FIRST NAME, LAST NAME, ADDRESS LINE, CITY, STATE, ZIP CODE AND COUNTRY.

When you click on the arrow, a window will appear. Select SAVE, and save the file, AddressList.mdb, to your computer.

Open file:

STEP 2: Double click on the " AddressList.mdb" file on your computer to open it in Access. A window will open in Access. Double click on "Office Address List."

A database will open listing a few names and addresses.

STEP 2: Now you will change the information in each cell.  

To change the information for your friends, click in each  cell and simply type the new data -->>Click in the field.  Highlight the text and type directly in the area. You can also click in the field, delete the data there, and enter your new information. Enter data for five people. They can be your real or imaginary friends.

NOTE: When you add new information, the data is automatically saved in Access. If you want to undo an entry, go to EDIT -> Undo Typing, or use the CONTROL +Z keys on your keyboard.




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Complete the Rubrics, print and date the Rubrics page, and place it in your folder.

Congratulations! You have completed your task!

Funded by the Colorado Department of Education through the Cortez Adult Education Program. All rights reserved.
ŠUnlimited Learning, 2004

Leecy Wise, author