Contacts Database Questions

S

Spike9458

Hi all,

I have a relatively short timeframe to get through my learning curve to
get this database up and running. I have the data I need in an excel
spreadsheet, and I imported it into Access 2003 in a single table.

This database has about 6500 individual contacts. Here are my end goals:

To have a database of names, addresses, email addresses, and expiration
dates.
Of that, to have the ability to export to a .csv file a list of all
the contacts that do have an email address, along with their first and last
names.
And to do the same for all the records that do have a mailing
address, with all the address datafields.
To have the ability to import a .csv file or .xls file that will update
this database - or - find a way to automate updating the records to add
either an address or email address.

Can somebody help me lay it out or point me to a good (helpful) link that
will have some good direction?

Thanks loads,

--Jim
 
J

Jeff Boyce

Spike

First off, if you are under a time crunch, can you leave the data in Excel
and do what you need to there?

Once you have the data in Access, even if in a single table (relational
database design may need to wait, and be a learning curve item for later),
you can create queries.

It sounds like your first query is names & email addresses, using a
selection criterion for the email address of "Not Is Null". That should get
you all the rows with something in the email address field. Access is
pretty dumb, though, so if you have "George & Paul & John & Ringo" in the
email address field, you'll get that row!

Your next query would get the names and address pieces, where the "street
address" field wasn't null (see above).

Updating is more work, and further up the curve. You'll want to study up on
Update queries and Append queries, and understand the difference.

Access can handle both importing and linking to csv and xls formatted data
(and others).

Does this get you started?
 
S

Spike9458

Hi Jeff,

Thanks for the scoop. I've been working with a couple of Excel files,
trying to weed out the duplicates, and fill data holes in one from the
other. (What a pain). I'll be back at it with Access later on this weekend,
and will let you know how I make out. You have definitely been the most help
sofar!

Thanks again,

--Jim

: Spike
:
: First off, if you are under a time crunch, can you leave the data in Excel
: and do what you need to there?
:
: Once you have the data in Access, even if in a single table (relational
: database design may need to wait, and be a learning curve item for later),
: you can create queries.
:
: It sounds like your first query is names & email addresses, using a
: selection criterion for the email address of "Not Is Null". That should
get
: you all the rows with something in the email address field. Access is
: pretty dumb, though, so if you have "George & Paul & John & Ringo" in the
: email address field, you'll get that row!
:
: Your next query would get the names and address pieces, where the "street
: address" field wasn't null (see above).
:
: Updating is more work, and further up the curve. You'll want to study up
on
: Update queries and Append queries, and understand the difference.
:
: Access can handle both importing and linking to csv and xls formatted data
: (and others).
:
: Does this get you started?
:
: --
: Regards
:
: Jeff Boyce
: <Office/Access MVP>
:
: : > Hi all,
: >
: > I have a relatively short timeframe to get through my learning curve
to
: > get this database up and running. I have the data I need in an excel
: > spreadsheet, and I imported it into Access 2003 in a single table.
: >
: > This database has about 6500 individual contacts. Here are my end
: goals:
: >
: > To have a database of names, addresses, email addresses, and
expiration
: > dates.
: > Of that, to have the ability to export to a .csv file a list of
all
: > the contacts that do have an email address, along with their first and
: last
: > names.
: > And to do the same for all the records that do have a mailing
: > address, with all the address datafields.
: > To have the ability to import a .csv file or .xls file that will
update
: > this database - or - find a way to automate updating the records to add
: > either an address or email address.
: >
: > Can somebody help me lay it out or point me to a good (helpful) link
: that
: > will have some good direction?
: >
: > Thanks loads,
: >
: > --Jim
: >
: >
:
 
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