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Mariaed Sheena J.

Ragmac
Block 163
CREATING A DATABASE
Written Report

Hi there! Today I’m going to show you guys how to make a database. Since it has
already been discussed by my groupmates, I won’t tackle it any further but instead I’ll be
showing you guys how to create and design a basic database using Microsoft Access
2016.
So, first step is you have to open your Microsoft Access.

As you can see, there are already templates available for you to utilize. You may also
create your own template if you wish, today I’ll be using blank database and create my
own template that is related to nursing.

Here’s a thing about


Microsoft Access, as
soon as you open a
document and create
a database, the first
thing you should do is
to give a name to the
document, click
create to save it.
So, this is basically what you
will see after you click create.
Database has 4 components:
tables, queries, forms and
reports. The table is use for
storing data, basically all the
data in your database can be
seen in the tables. Queries are
the one that retrieves specific
data from the tables and
displays only the data you
specify, and queries allows
you to ask questions about the data in your table. Form is used to enter new data in the
table. Reports summarizes the records for easy understanding of the data, it can also be
printed out. So now, you have to design the table by clicking view, down arrow and then
design view it is located in the upper left corner. After that you have to name the table
and then click okay.

This is the design view it has 2


columns, field name and data
type. Field name as you can see
would be the MRN, last name,
first name, address, phone
number and so on. The data
type is how you want the field
name to be formatted, the first
data type in tables is
AutoNumber because it
generates a number for each
new record that is automatically entered into the table each time a new record is being
created. If you’re familiar with spreadsheets, it’ll will be easier for you to use database.
You can also provide descriptions if you like, its optional. After that, go back to view, then
click down arrow and datasheet view.

This is what you can see in


datasheet view, the upper row is
the field name that we made
earlier and we also enter data
into the table itself, basically it’s
the patient’s data. As we look in
the column for gender, we
realize that data we want in that
field are limited to only male and
female. To make data entry
easier we will make a lookup list.
So first, we have to go back to design view in the upper left.
We are now here in the design
view, we will make selection in
the gender column. So, you
have to click the data type down
arrow beside short text in the
gender row and look for lookup
wizard and then click it.

After that, you will get a prompt


like that and the select the ‘I will
type in the values that I want’
and click next.

So, we have to type the


selection for gender, male and
female and after that click next.
Then check the ‘Limit to List’
under ‘do you want to limit
entries to the choices?’
question and then click finish
and then click save in the most
upper left or click ctrl s to save.

We have to go back to the


datasheet view and as you
notice we now have a selection
in the gender column and you
don’t have to type the word
anymore if you enter a new
data.
This is the form for patients,
it will be easier for you to
enter data if you use form.

To create a relationship to the


tables that you will be making,
click database tools and click
relationships.

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