NEW TO ACCESS 2003

[anthony.montalvo]

i am fairly new to access 2003, i have created several database, very
basic ones, and i am trying to learn how i can enter information in
one data base and have it distributed into the rest of them. i manage
4 buildings for a school, ihave one database for each building and i
have to enter what rooms i put students in, ihave another database
for
new arrivals, once there entered in new arrival data base, i then
have
to enter them in to the proper building, i have one for students
checking out, once enterd in the checkout database i have to go into
that buildings database and remove them. this is time consuming, i
know that there is a way to make one entry and have it go to the
other
databases or remove one and have it removed from the others.
I'd like to thank you inadvance for all any help

 

[Damian S]

Hi Anthony,

First of all, congrats on learning Access - it is a powerful database tool
for small to medium projects. Having separate databases is generally only
required for separate projects - if you are truly meaning separate databases
(ie: files) I would recommend importing your data into a single database, and
store it in separate tables.

You don't need a separate table for each item you have, you simply need to
have some sort of identifier in the table to show what type of item it is.
For instance, you say you have a separate database for each building. This
isn't required. You could have a table called tblBuilding that has building
details. Link to this a table called tblBuildingRooms that store the room
details for that building.

Access is a relational database, which means that you can relate data in
different tables together...

Hope this points you in the right direction.

Damian.

 

[anthony.montalvo]

Hi Anthony,

First of all, congrats on learning Access - it is a powerful database tool
for small to medium projects. Having separate databases is generally only
required for separate projects - if you are truly meaning separate databases
(ie: files) I would recommend importing your data into a single database, and
store it in separate tables.

You don't need a separate table for each item you have, you simply need to
have some sort of identifier in the table to show what type of item it is.
For instance, you say you have a separate database for each building. This
isn't required. You could have a table called tblBuilding that has building
details. Link to this a table called tblBuildingRooms that store the room
details for that building.

Access is a relational database, which means that you can relate data in
different tables together...

Hope this points you in the right direction.

Damian.





- Show quoted text

THANK YOU if i did this will it trnsfer the students names into the
proper building and room, see this is my pain right now, i have to
input all the students data twice each time i get new arrivals, or
students leaving.
in my bldg database i have a bldg field, last name, first name, room/
bed,studentid(wich is a combonation of the bldg room/bed) this is the
way i have a table for each bldg.
now my new arrival database has the following fields
ssn field(wich i am also tryin to figure out how to encrypt after it
is entered) arrival date, last name, bldg, room/bed
the following also applies to my departure database.
i know what i want my database to do thought it throgh, i want my new
arrival table to be where all data is entered and deleted, with the
bldg tables linked or a relation, adding the info to the proper bldg
or removing after i have entered it in the new arrival database.

 

[Damian S]

Hi again,

Kind of. You would need to ensure that it is correct, but you would be much
better off in the long run. You only want to have data recorded in a single
spot in the database, then link to it as appropriate.

eg: Have a students table tblStudents. This would then be used to link a
student to a BuildingRoom, or perhaps to a specific bed if this is
appropriate. You should NEVER be entering the same data into two different
places as a general rule - this leads to data integrity issues as how do you
know which of the two sets of data are correct? You don't.

Is this starting to make more sense?

Damian.