A database manager is a computer program for storing information in an easily retrievable form. It is used mainly to store text and numbers (for example, the Library catalogue, which includes the author, title, class number and accession number for each book). Most modern database managers also allow the storage of other types of information such as dates, hyperlinks, pictures and sounds. As well as being able to store data, a database allows you to select information quickly and easily (for example, a list of the books written by a particular author or those on a certain subject). Finally, it may allow you to produce printed summaries (reports) of the information selected.

When setting up your own database, it is important to plan its use in advance. This is particularly important if you are setting one up which will be used by other people. Among the things which you should consider are:
• What information you will need to store
• What information you want to get out
• Who the data is intended for and how other users will use it
• Whether you want to restrict access to parts of the data to some users only
• Who is allowed to add or change data
• If your data refers to actual people, it may need to be registered under the Data Protection Act

Although you can change the specifications of your database as you develop it, you will save yourself a lot of work if as much as possible is planned in advance.

Microsoft Access is a relational database management system (which allows you to link together data stored in more than one table). It is fully supported by IT Services and is available for departmental purchase under the Microsoft Select Agreement.

Download pdf Microsoft Access 2003 - A Beginners’ Guide