Microsoft Works Database

Microsoft Works Database

Definition of key elements:

Database - An organized collection of information.

Filename - Works displays the filename at the top of the window. When you save a file, you give it a name. Works adds two letters to identity the type of file. (DB) identifies this as a Database file.

Record - A database is a collection of information organized into records. A record contains all the information about one particular entry.

Fields - A record is composed of fields. Each field holds one specific type of information.

Highlighted field - The highlighted field Is the -active field. Highlighting means selecting a field with the mouse or keyboard so that it or its contents will be affected by the next command or typing action. What you type is displayed In the entry bar as you type.

Scroll bar - The scroll bar, to the right of your work area, shows your location in the file. Use the arrows at the top and bottom of the scroll bar to scroll through the file. The scroll box in the bar indicates your location in relation to the beginning and end of the file.

Procedure:

Start Microsoft Works 8.0 or whatever version you are working with. From the next window choose works tools and then choose database. This opens up a new database and immediately prompts you for the first field. A window will appear with a highlighted box that says "Field 1". Enter the name or description of your first field. At this time you can also format that field as to the type of data that will be entered. Remember, to search a field that contains numbers only numerical data can be entered, not text and numbers. Click OK or hit return. The next window will allow you to enter your second field and so forth. After all your fields have been entered then click on "done". Your database is now ready for information to be entered.

There are two ways you can enter data. In spreadsheet form which is the default or you can click on view at the top menu and choose form. This allows you to enter data in the more traditional database view. As you enter your data, press return to go to the next field. You will notice that the program automatically develops a new record after all the information is entered for the previous record. After you have entered all your data, save your database on your disk. Remember to use save as the first time you save it each session. You now have a working database that you can begin to explore and edit.

There are three ways you can work with your database under "form":

Data view - used to change entries in a field of any record.

List view - This gives you a listing of all the records together. You can also rearrange the fields in any order you prefer and highlight areas to cut and paste.

Design view - This enables you to design the record format any way you may choose to do so. Select any one of the fields and you can change its position on the form. Most of the editing is done with design view. You can add and delete fields, change the information in the field and even change the name of the field. Graphics and color can be added to dress up the database.

It is under the menu heading Records, that you can add and delete, sort, and match. If you want to create a filter you click on tools on the top menu and then choose filter. A filter is a set of guidelines you can design to search for records that fit the description of the filter. For instance, I can search a database for records of people with the last name that starts with "B" and their zip code ends in 412.

Using the report menu selection, you can customize a report for use in a word processing document. Headers and footers can be added to the report under the menu heading "window".

The menu selection form is also used to develop forms such as form letters and label mailings utilizing the entries of specific fields within the database. These can be designed to add names in a specific location within a word processing document if multiple letters are being sent out.

Other commands and window items are similar to other applications that you have previously used in MS Works word processing. You should take time to explore these options in the context of the database.