USING ACCESS IN THE CLASSROOM ENVIRONMENT

ACTIVITY: CATALOGUE GRAPHICS FOR USE IN HANDOUTS

Resources

· Software: Microsoft Access®

· Website: Barry’s Free Clipart

http://www.barrysclipart.com/barrysclipart.com/showgallery.php?cat=180&thumb=1

Process to Create Graphics Catalogue

1) Create a Graphics folder inside your network home folder.

2) Save 10 international flag pictures into this new Graphics network folder. Name each flag file by the country it represents. Save TWO different USA flag graphics. Jot down the name of each country you save a flag for.

Get the pictures from the flag section of Barry’s Free Clipart website: http://www.barrysclipart.com/barrysclipart.com/showgallery.php?cat=180&thumb=1

3) Open Microsoft Access and create a new blank database. Name it Graphics Collection and save it to your new Graphics network folder.

4) Create a new table in your database. We will not use the Wizard. Choose instead to Create Table in Design View.

5) Type the following headings in the first five Field Name cells. Choose Text for the Data Type for each field.

Country
Type of Graphic
Source
URL
Name of File
Where Stored

6) Save your table as Flags and, when prompted, choose Yes to set a Primary Key.

7) You will then see your new Flags Table listed in the Tables window. Double-click it to open it. This time it will look different because it is opening in Datasheet View so you can type in information if you wish to. Type the information about each of your ten flag graphics into your table. (As you are typing, use your tab key to easily move from one cell to the next).

8) Be sure to Save your table when you have finished typing. (Do not close it yet.)

9) Would you like to print out your catalogue? Perhaps you’d like your pictures listed alphabetically for your print out? Do this with a Sort. Sort your flags alphabetically by right-clicking in any cell in the COUNTRY column and choosing SORT ASCENDING. (You would then choose to print out your table but we won’t do that for this activity. Note: when printing a table, Landscape orientation of your printer paper usually works best. Also, remember that you can double-click the column dividers if you want to see and print out the entire entries in the columns.)

10) Let’s say you want to find all the USA flag pictures you have in your database. Do this with a filter in your table. Filter for your USA flags by
right-clicking in any cell in the COUNTRY column and typing USA in the Filter For: box and pressing the Enter key. Notice that now you only see the two USA flags listed in your table. That’s a quick way to find a particular picture so you could find it quickly and insert it into your next handout.

11) Undo your filter by right-clicking again in any cell in the Country column and choosing Remove Filter/Sort.

12) Save and Exit out of Access.

CONGRATULATIONS! You have created your first Access Database. Not too hard, was it? Perhaps you can use your database from now on to keep your pictures organized and easy to find for future handouts.