Using a Database

A Database can contain almost any kind of information, from names and addresses, to information about habits and habitat. There are many commercial databases. These can include information about bushrangers or the First Fleet.

This example uses information about animals to show how a data base is created and used.

Setting up the Database

  • Open a new Database document.
  • You will then be prompted to enter the name of Field 1.
  • Type Name and click Create.
  • Name will appear in the window above.
  • Type Scientific Name and click Create.
  • Type Legs and select Number from the Field type entry box and click Create.
  • Type Length and select Number from the Field type entry box and click Create.
  • Type Sensitivity and select Number from the Field type entry box and click Create.
  • Type Location and select Text from the Field type entry box and click Create.
  • Type Feeding and select text from the Field type entry box and click Create.
  • Click Done. 
 

Inserting the data

  • The fields will now appear in a new window.
  • Type the data into the appropriate fields and press tab to move from one field to another.
  • When all the information has been inserted go to Edit on the menu bar and select New record.
  • Continue typing the data of all your creatures following steps 1 to 3. 

Database layout.

  • A layout is the arrangement of fields and field names.
  • Select New Layout from Layout menu.
  • Type Columns in the name box for this layout.
  • Click on the button for Columnar Report and OK.
  • Highlight all the fields in the left hand box and click Move then OK.
  • Your data will now appear in a column format. 

Moving between records

  • Choose browse from the layout menu.
  • Select the bottom page of the book icon to advance to the next record.
  • Select the top page of the book to return to the previous record.
  • To go to a specific record choose Browse in the Layout menu.
  • Choose Go To Record from the Organise menu.
  • In the Go To Record dialogue box, type the number of the record and click OK. 

Locating or finding records

  • Choose Find from the Layout menu.
  • Type the search criteria you want to find in the appropriate fields.
  • Select All from the menu on the left of the screen.
  • Select the Find button.
  • The number of records found will be displayed..
  • To see all records again, choose Show all Records from the Organise menu. 

Organising the data

  • From the Organise menu select Sort Records.
  • Select Name and click move.
  • Click OK.
  • Your entries will now be listed in alphabetical order based on Name.
  • Experiment by sorting other fields eg Location. 

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