IT 3210: Teachers and Technology
IT 7360: Technology for Educators
Software Help Sheet

Unit 4: Making Life Easier
Creating A Database Using Microsoft Works 4.0

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Database programs are used to organize, store, and manipulate information.

 All database programs are organized into three hierarchical levels: fields, records, and files.

 A field holds a category of information, designated by whomever creates the database. Examples of fields include last name, date of birth, genus, location, temperature, pH, and so on.

 A record is a meaningful collection of fields. If you were creating a database on flowers, each different flower entered would be a different record. Pertinent fields would be name, color, height, type annual or perennial), and so on.

 A file is a meaningful collection of records. For the flower example used above, the entire collection of records on flowers would constitute a database file (on flowers).

The first step in creating a database has nothing to do with the computer. What is most important is to determine how to organize the information that will go into the database file. What fields (categories) should be used? What purpose will the database serve, or what do you want to be able to do with the information? Who will be using the database?

Database programs require the user to organize information so that the same set of fields is used consistently to describe the attributes of whatever happens to be the focus of the database.

Basically, we can use databases in the classroom in two ways.
 

Students can:

• use an already created database file to manipulate information to construct knowledge or to solve problems; or
• construct their own database file to organize and manipulate information to construct knowledge or solve problems.


Both tasks require students to analyze and synthesize information.

Launching Microsoft Works

From the Start menu, select Programs, and then Microsoft Works 4.0.

In the windoid that appears, select the tab Works Tools.

Microsoft Works is an integrated software package. Within the main applications are sub-applications that allow you to do word processing, spreadsheeting, database creation, and communications. Integrated software packages have certain advantages:

• you can use them in many different ways;
• they ten d to be low in cost; and
• since all the sub-application are contained in one main application, the different sub-applications work well together (in other words, it is very easy to insert a spreadsheet table into your word processing document).
 However, integrated software packages also have some disadvantages. Most noticeable, and integrated software sub-application, like MS Works-Word Processing, will not be as robust (will not do as much) as a dedicated word processing package like Microsoft Word.  
Click on the Database button.

If this is your first time using the database function in MS Works, you will be asked if you would like to view a tour on creating databases. Go ahead and click on it - it is not very long and contains some useful information. When you are through with the tour, click on Create a New Database.

Creating a New Database.
 

We will create a database file on Marsupials.

Another window will appear asking you to give your first field a name and to select what type of information is acceptable for that field (hint: unless you have a reason, leave the field type on General).

Enter the name Name and click on Add.

Add the following field names:
 

Region (Click on Add)

Food (Click on Add)

Pounds (Click on Add)
 

Then, click on Done.

You should now be looking at your database file (with no data entered) in List View.

Entering Data.
 

You can now enter your data in much the same manner as you would in a spreadsheet.

Below is some sample data for you to enter.

It is a good idea at this point to save your work. (From the menu bar, File - Save. Give your database file a name.)

Sorting Data
The data you entered is ordered by weight. What if you wanted to see the list of marsupials sorted by Region ( in alphabetical order)?

From the menu bar, select Record - Sort Records.

In the windoid that appears, our first sort criteria will be Region.  To select Region as our first sort criteria, click on the arrow that appears next to the word Name in the first sort criteria. The list of field names will appear. Select Region. Since we'd like the regions to be sorted alphabetically, select Ascending.

Once sorted, within each region, it may be helpful to have the names of our marsupials sorted alphabetically by name.  Select Name as a second sort criteria, in an Ascending order.

Click on OK.

Your list will be resorted.  All of the marsupials that are in the Australian region will be shown first in alphabetical order, starting with the Anteater. They will be followed by the Virginia Opossum, the only Neoartic marsupial, and then the Neotropical marsupials.
 

Viewing your Records in Form View.
The list view looks a great deal like a spread sheet. to view your records one at a time, with a more professional appearance, it is helpful to look at the record form.

From the menu bar, select View - Form.

If you happened to have a particular record selected in list view, this will be the record form that shows. If you didn't, your first record, the Anteater, will show.

You can scroll through your form pages by clicking on the directional arrows at the lower left of the screen. The display there will tell you what record you ar looking at.

Notice that your record form is not a very exciting document.  You can make your record form appear more professional through formatting and and by adding text (a title, for instance) and appropriate clip art or graphics.
 

Designing your Record Form.
 
From the menu bar, select View - Form Design.

Your field names and entries are now objects. You can now move your field names and entries around on the page by selecting them and moving them to where you would like to appear. Remember to zoom out to see you whole page so that you are sure of your placement (use the zoom tools at the lower left of your screen.

Whatever changes you make in Form Design View will take place on every record form (somewhat like a "master form").

You can also format the appearance of your field names and entries. Click on to select whatever object you would like to format, and, from the menu bar, select Format, and then Alignment, Font and Style, Border, or Shading.

To add text to your form page, click down the mouse on the form where you would like to enter text. You will see an insertion point. Type in your text. Select your text to format it.

To add clip art or graphics, from the menu bar, select Insert - Clip Art. Position a nd resize your clip art as needed.

To see each record on your newly designed form, from the menu bar, select View- Form.
 

Using Filters.
 
Return to list view. From the menu bar, select View-List.

When you use a filter, Works displays only the records that contain the information you want to see.

Say you wanted to see only those marsupials that are omnivores.

From the menu bar, select Tools-Filter.

If this is your first time using the filter function in MS Works, you will be asked if you would like to view a tour on using filters. Go ahead and click on it - it is not very long and contains some useful information. When you are through with the tour, click on Create a New Filter.

Name your filter name Omnivores.

Select the field you wish to filter, and the condition you wish to filter for.  You want to see records where the Food is equal to Omnivores.

Click on Apply Filter.

Your list will show only those marsupials that are omnivores.

Your other records are still in you database file -- they are just not showing.

To see all you records once again, from the menu bar, select Records - Show - All Records.
 

Generating Database Reports.
 
Sometimes we wish to print our some or all of the information in our database in a professional, organized report.  Works will only let you create 8 reports for each database file, so select your options carefully.

To create a report, from the menu bar, select Tools - ReportCreator.

If this is your first time using the ReportCreator function in MS Works, you will be asked if you would like to view a tour on creating reports. Go ahead and click on it - it is not very long and contains some useful information. When you are through with the tour, click on Create a New Report.

Name your report with a descriptive title. Let's create a report that will tell us. of all the marsupials that are entered in our database file, how many are omnivores, how many are herbivores, and so on. To that end, name your report Marsupials by Diet.

Next, you will be asked to select the information (records) to be included in your report, and how you would like the report to appear (formatting).
In the ReportCreator Formatting windows, make the appropriate selections.
 

Title:
Edit the title text, if you wish.
Decide if your report will be printed in a landscape or portrait fashion.
Select the font and size for your report text.

Click on Next or the Fields tab.
 

Fields:
Select which fields you wish to include in your report, in the order you wish them to appear. Try these:
Name -Add
Pounds - Add
Food - Add
Click on Next or the Sort tab.
Sort:
Select your sort order. Try this:
Food - Ascending
Pounds - Ascending
Click on Next or the Group By tab.
Group By:
Select your grouping. Try this:
    Food -
When contents change.
Show group heading.
(Do not start each group on a new page)
Click on Next or the Filter tab.
Filter:
Select your filter options. For this report,

Select All Records.

Click on Next or the Summary tab.
 

Summary:
Select which fields for which you would like summary counts. For this report:
    Food - Count.
Click on OK to run your report.

Preview (print preview) your report.

If you want to print your report, click on Print.

If you want to modify your report (change some of  formatting options), select Modify.

If you don't want to do anything with your report at this time, select Cancel to exit Preview mode.

To return to the list or form view, from the menu bar, select View, and then the desired view format (list or form).