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  1. #1
    Join Date
    Nov 2005
    Location
    Cape Town
    Posts
    6

    Red face Unanswered: Newbie :Help in designing an Access database

    Hello,

    Hoping some one could assist me? I am busy designing a database which I am going to put in access.

    I have designed the tables and am now not sure how to link them. I was given an excell spreadsheet with headings and am now trying to make this into a database. Example : I was given Co-ordinator Name - Which I now split up into:

    Co_First_Name
    Co-Last_Name
    Co_Initials
    Co_Area_Code
    Co_Tel_Number
    Co_Mobile
    Co_Email


    Now there other fields like this , for example Regional Manager Name - which I have split up as above into a seperate table.

    These fields all relate back to one Code - Called District

    There are also a fields which needs to show the a fee required the fee paid and fee outstanding/balance .

    The rest of the information required I can create check boxes for , I hope!
    Anyway my question is how do a relate all these different tables together?
    This is my mental block. And the check box tha information - is it stored a another table? I hope I am explaining my self correctly and I hope some one can make sense of my question

  2. #2
    Join Date
    Mar 2003
    Location
    The Bottom of The Barrel
    Posts
    6,102
    Provided Answers: 1
    Take a step back and look at it just the elements, don't be concerned with the specific fields just yet.

    It sounds like you will have coordinators, regional managers, districts and fees.

    In plain english, how do those elements relate to each other? What are the potential "checkbox" fields you think you may have?
    oh yeah... documentation... I have heard of that.

    *** What Do You Want In The MS Access Forum? ***

  3. #3
    Join Date
    Oct 2005
    Posts
    178
    Quote Originally Posted by Meli
    Hello,

    Hoping some one could assist me? I am busy designing a database which I am going to put in access.

    I have designed the tables and am now not sure how to link them. I was given an excell spreadsheet with headings and am now trying to make this into a database. Example : I was given Co-ordinator Name - Which I now split up into:

    Co_First_Name
    Co-Last_Name
    Co_Initials
    Co_Area_Code
    Co_Tel_Number
    Co_Mobile
    Co_Email


    Now there other fields like this , for example Regional Manager Name - which I have split up as above into a seperate table.

    These fields all relate back to one Code - Called District

    There are also a fields which needs to show the a fee required the fee paid and fee outstanding/balance .

    The rest of the information required I can create check boxes for , I hope!
    Anyway my question is how do a relate all these different tables together?
    This is my mental block. And the check box tha information - is it stored a another table? I hope I am explaining my self correctly and I hope some one can make sense of my question
    Looks like you have a long way to go to learn about relational database. YOu need to plan and create your data structure. Based on your information above, I can see for example you needed two tables, i.e., one you can call "PEOPLE" for example and another call it "PHONES". NOw under your "PEOPLE"'s table you'll have fields like firstname, lastname, telephoneNumeber, and so on. In your PHONES table, you would create also fields like fee_required, paid, outstanding and so on.., and if you needed to relate these two tables together, you need to add a field with same name in PHONES for example the telephoneNumber and thes two table can be linked by these two key fields.

    Once, you created your data structure you can import data from the spredsheeet you receive to these tables.

    Public libraries have good source od info to learn relational database.

    Good luck.

  4. #4
    Join Date
    Nov 2005
    Location
    Cape Town
    Posts
    6

    Red face

    Quote Originally Posted by fredservillon
    Looks like you have a long way to go to learn about relational database. YOu need to plan and create your data structure. Based on your information above, I can see for example you needed two tables, i.e., one you can call "PEOPLE" for example and another call it "PHONES". NOw under your "PEOPLE"'s table you'll have fields like firstname, lastname, telephoneNumeber, and so on. In your PHONES table, you would create also fields like fee_required, paid, outstanding and so on.., and if you needed to relate these two tables together, you need to add a field with same name in PHONES for example the telephoneNumber and thes two table can be linked by these two key fields.

    Once, you created your data structure you can import data from the spredsheeet you receive to these tables.

    Public libraries have good source od info to learn relational database.

    Good luck.

    Great thanks for the help! Thing is "PHONES" what signifance is this name ?, I am not sure I understand that! Or doesn't it matter the name? Ihave the book Database Systems , design , implementation and management. by Rob & Coronel. These are the fields that are currently being used in an excel spreadsheet which I wanted to put into a database.

    NEWWard - input eg.1
    OLDWard - input eg.2
    Voting District No-input eg.14562573(unique number)
    SUBURB - input eg.Coloroda Springs
    REGION NAME - input eg.Denver
    COORDINATOR-Name , contact details
    BRANCH / CLOSEST - input eg Denver
    COORDINATOR -Name , contact details
    NOMINEE 1-Name , contact details
    NOMINEE 2 -Name , contact details
    NOMINEE 3-Name , contact details
    ID COPY - input field - Yes/No
    NOMINATION -input - Yes/No
    ACCEPTANCE-input - Yes/No
    FEE REQUIRED - input eg.$4.00
    FEE PD - Input eg.$2.00
    FEE O/S Input eg$2.00
    PR POS input eg 5
    Meeting Name_ATTEND 1 input eg Branch Meeting
    Meeting Date_Attend1 input eg 12/12/04
    Meeting Name_ATTEND 2 input eg.Public meeting
    MeetingDate_Attend2 input eg.10/10/04

    these are the tables I created :

    Old Ward – Data Input (nOt TABLE)

    New Ward – Data Input(NOT A TABLE)


    VD – Data input(NOT A TABLE)

    Suburb –List Box(NOT A TABLE)

    TABLE - Region Co-ordinator
    Reg_Co_IDNumber
    Reg_Co_First Name
    Reg_Co_Initials
    Reg_Co_Surname
    Reg_Co_Contact Number Area code
    Reg_Co_Contact Number
    Reg_Co_Mobile
    Reg_Co_Email

    TABLE -
    Branch Co-Ordinator

    Bra_Co_IDNumber
    Bra_Co_First Name
    Bra_Co_Initials
    Bra_Co_Surname
    Bra_Co_Contact Number Area code
    Bra_Co_Contact Number
    Bra_Co_Mobile
    Bra_Co_Email

    Table - Nominee’s
    Nom_IDNumber
    Nom_First Name
    Nom_Initials
    Nom_Surname
    Nom_Contact Number Area code
    Nom_Contact Number
    Nom_Mobile
    Nom_ Email
    Nom_Number



    Table Fee
    Fee_InvoiceNo(primary key)
    Fee_Req -
    Fee_Paid –
    Fee_Balance –R0.00

    PR Pos- List Box (NOT A TABLE)

    Table Meeting's Attended
    Meet_Date.
    Meet_Date_Name



    Am I getting confused between excel and trying to fit this into a spreadsheet type database . Where is my thinking going wrong. Obviously I need primary keys and foriegn keys to tie all these tables together and I am not quite sure how to do that.

  5. #5
    Join Date
    Oct 2005
    Posts
    178
    You need to read about creating data structure and relational database. SOme 3rd party MSAccess books are availble in public libraries. From the info you have given, I can understand more of what your trying to accomplish. Although some data you gave, I'm not sure which they're referring either to the person or to the district, like for example the fees. But at any rate let me start you with something that hopefully could direct your way of thinking how relational tables work.

    Open your MSACCESS application and do the following

    1. Create a database in Access and maybe call it "VotingDistrict"
    2. Create a table can maybe call it "tblDistrict"
    create the following fields,
    2.1 WARD as text or number if the record will be using number consistently
    2.2 VOTINGDISTRICT as text
    2.3 REGIONNAME as text
    2.4 SUBURB as text
    2.5 COORDINATOR as text
    2.6 NOMINEE1 as text
    2.7 NOMINEE2 as text
    2.8 NOMINEE3 as text
    add more fields here later or now as needed

    3. Create another table and maybe call it "tblPersonnel"
    Create the fields,
    3.1 IDNUMBER as text
    3.2 FIRSTNAME as text
    3.3 INITIALS as text
    3.4 SURNAME as text
    3.5 PHONEAREACODE as text
    3.6 PHONENUMBER as text
    3.7 MOBILENUMBER as text
    3.8 EMAIL as text
    3.9 NOMINATIONNUMBER as text

    4. Create a table and maybe call it "tblMeetings"
    Create the fields,
    4.1 IDNUMBER
    4.2 MEETINGNAME as text
    4.3 MEETINGDATE as date/time
    4.4 ATTENDED as yes/no

    CLick the relationship icon in Access Menu and do the following links

    Link the Coordinator, Nominee1, nominee2, nominee3 from tblDistrict to the tblPersonnel.
    Link the IDNUMBER from tblPersonnel to IDNUMBER from tblMeetings.

    5. Create the forms and layout your fields the way you want to see them.

    As I said, you have a lot to study and be patient. Once you understand the concept, it's not too bad to get the task done.
    Last edited by fredservillon; 11-03-05 at 12:34.

  6. #6
    Join Date
    Nov 2005
    Location
    Cape Town
    Posts
    6

    Talking Thanks!

    Thanking you! Its great to know that I can get some real help ! Thanks again , will continue to study! have a good day!

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