Creating a Communications Database in Access

Chris Knauer, University RegistrarWill Espin, Associate Registrar

Please silence your phone.Thank you.

Before We Start

• Introductions•Communications DB

From the University Registrar Perspective

Weekly Reminder Demo

Some Communications Problems

Some Communications Problems

Problems• How do I keep a record of

what was sent and to whom?

• How do I keep track of cyclical tasks?

• How can I be sure to improve on what was done last time?

Problematic Approaches• Create an Excel spreadsheet

and link to files.– files moved or deleted

• Create an Excel spreadsheet or Outlook Calendar– not everyone can see it,

unsychronized

• Create an Excel spreadsheet

Project Database Template

• Downloaded Access template from Office.Microsoft.com

• Made some modifications for our use

Basic Structure – Project Database

Project 1

Project 2

Project 3

Basic Structure – Project Database

Commencement Fair

New Student Email

Academic Calendar Notification

Projects and Tasks

Task 1 Task 2 Task 3

Projects and Tasks

Commencement Fair 2013 Fall

Commencement Fair

2014 Spring

Commencement Fair 2014 Fall

Commencement Fair Project

Communications DB

Communications DB - Report

Communications DB – Report 2

Communications DB – Task (x)

Task (x) - Attachments

Task (x) – Attachments - Adding

Task (x) – Attachments – Adding data

Task (x) – Attachments – Open/Edit

Task – Ready to Go

Monday Morning Report

Macro – Distribute Report

Employees Table

Projects Table

Tasks Table

Creating a Project and Task Demo

Send Email to Get Links

Send Email to mwespin@uncc.edu

In the subject line type: 12345

You’ll receive links to three files:The database Back End, Front End, and this PowerPoint

Setting DB Up

Download and save the files into a location you’ll be able to find. I’d suggest creating a new folder on your desktop for testing, and then one on your network later for departmental use.

Link the Front End to the Back End database

Open the database FrontEnd and Right Click on the Projects table. Select ‘Linked Table Manager’

Table LinkingCheck all the boxes including the ‘Always prompt for new location’.

Select Ok

Table Linking

Locate the BackEnd database and select Open

Table Linking

Uncheck all the boxes and ‘Close’.

You shouldn’t have to re-do this process unless the BackEnd File location changes.

Front End Database

If you decide to deploy this application:

Place the BackEnd on a shared network.

Link the FrontEnd

Copy the FrontEnd and each user should have their own copy on their own computer. Each FrontEnd should remain linked properly. If you experience a problem, relink the personal copy of the FrontEnd once more to the BackEnd.

Questions?

Thank You!