Lab Equipment Database Notes

Included are two versions of a database, which may be of use in keeping a record of science equipment in your school. One version is in the form of a simple Microsoft Excel spread sheet, called Science Equipment. The other is a Microsoft Access Database file called Science Lab Equipment. The first few items are filled in to give an idea of how the databases may be employed. Both databases are identical in terms of the descriptors they record and indicate the basic layout that might be incorporated into any database that you might use to keep track of equipment in your lab. If you wish, you can use either of these in your own school or you may prefer to expand or change these databases to suit your own situation, or to include data that is not recorded in the fields that are used here. The Fields used to record data in both these databases are as follows: Entry Item Name Description Subject Subject Area Quantity Enter the number of the entry you are making, this is done automatically in the access version, just press tab to move to the next field. Enter the name of the Item you are entering, it is important that you use the same name for sequent items of the same type as this will make it easier when searching the database. You may add a description or notes on the item here if you want. You can enter the subject in which this item would be mainly used, the access database has a pull-down list of some of the main subjects to pick from. Enter the main area of the subject where the item is used, e.g. heat, light, sound, etc might be areas of physics that some equipment might be specific to. Enter how many items (if there is more than one) you have in the school. Use the serial number (entered in a different field) to identify each unit if each item of the same type is to be recorded. If it does not have a serial number assign it a code and perhaps mark this on the item also. State if the item is OK, (i.e. working) , Broken or any other comment you want. It is suggested that you keep this simple and use only a few basic comments, this will make searching the database easier later. The access version has a few pull-down options to choose from, you can type in others if you wish. Name the lab where this is normally stored. Give the identification number of the press in which the item is stored (if you do not have any form of id for your presses perhaps now is the time to start). You may also indicate that they are in the storeroom etc in this field. Enter the serial number of the item in question. Enter the date when the item was purchased if known.

Status

Lab Location

Serial Number Date purchased

Cost Enter the cost of the item. Caution/Warning: Enter any warning that applies to this piece of equipment/substance, which anyone using it should be aware of. The access version has a few possible options in a pull-down menu associated with this field; others can be typed in instead.

Using the Database:

As normal double click on the file to open it and refer to the table below for the basic instructions for using them. ACTION Entering Data. EXCEL VERSION Go to the first cell of an empty row and type in the appropriate data in each field. Move to a new row for the next item From the Data Menu (on the main menu bar) choose Filter and select Auto Filter. A pull-down list can now be selected from any of the column headings by clicking on the symbol that now appears with them. From your chosen column select the data you want to search for and only records with this data will now be displayed. You can now examine or print the selected data. When finished return to the Data menu and deselect the Auto Filter option, all the data is again displayed. ACCESS VERSION From the menu that appears choose add data and enter the data in the form that appears. Use the Tab key to move to the next field (and next form when you complete the current one). From the menu that appears choose Edit lookup data. The form displaying your data appears (one record at a time) to move to the next record use the Page Down/Up keys or click on the arrow symbols shown here, , which are located on the bottom of the form window. Use the Filter Key, , to select the items to display. Use the down arrow on the key to select the option which allows you to view your data in a sheet form so you can see a number of records together in a format similar to an excel display. SEE notes below for some more tips on using access.

Searching the Database.

Further Notes on Using the Access Version of The Database.

Select certain data only from a form (Filtering). -Open the desired form from the menu that appears when Access stars. -To select only those records with certain data click the symbol on the toolbar. -Now click to remove all previous selection criteria. -In the required field type the value you want to match. If you only want those records with a certain value in a field, type that value in the field. If you want only records with a specific field empty, type Is Null in that field If you want to only records with a specific field full, type Is Not Null in that field In fields with a tick box you can select true or false by clicking to select or in the box. Leaving the box shaded will cause the search to ignore this box More than one field can have a value placed in it, this allows a more complex search to be preformed. Clicking on the OR tab at the bottom of the window can also create a more complex search. Once the selections are made click to perform the search or filtering. Note the number of records that mach your conditions is shown at the bottom of the form window ( ). Use the arrows to move through the records. To save the search as a query, click the button to leave the filtered records, now click on to save the search criteria as a query, in the box that appears just give it a name. Any saved query can be used for a search in a form, after clicking the symbol just click the symbol and choose from the list the query you want to apply to the form. To Create a Table (datasheet) from a Form or Filtered Forms In the form view if you go to the button, click on the arrow ( ) and from the buttons that appear click on the button to get a data sheet view. This can be printed out. If you have first applied a filter to your form then the datasheet only contains the filtered records. If you go to the main pull down menu Select Format and Click Unhide, you can remove ticks to hide unwanted columns from view. This allows you to select which columns will appear in the datasheet, making printing of the table easier. To show the

columns again repeat the procedure dont bother with the Hide option the Unhide is more useful. You can return to the Form view by going to the button, click on the arrow ( ) and from the buttons that appear click on the button to get the Form view again. The form will not be affected by the choices you made when hiding columns. You can output this datasheet to an Excel Document by clicking on the TOOLS menu, select OFFICE LINKS and then ANALYSE WITH MS EXCEL, an Excel file of this data is now created, opened and saved in your my Documents folder with the same name as the Table you are using. You can edit, email, replace this file separately at any stage. Every time you do this from the same table in Access it will replace any earlier Excel files you created from this form