MANUAL FOR WCPA PROTECTED AREA LITERATURE DATABASE IN MICROSFT ACCESS

Transcription

1 MANUAL FOR WCPA PROTECTED AREA LITERATURE DATABASE IN MICROSFT ACCESS The Protected Area Literature Database is an initiative of WCPA s Science and Management Theme to provide members with regular updates on published literature related to protected area management. This manual contains simple steps that users can follow to use and search for literature using the already established Microsoft Access 2010 database posted on WCPA s website. The manual will also show users how to update their own database in Microsoft Access with monthly updates in Excel format posted on WCPA s website. Dao Nguyen and Marc Hockings 1

2 PART I: DOWNLOADING Download and save the file WCPALiteratureDatabase.accdb from the WCPA Website onto your computer. You need to have Microsoft Access 2010 to use this database. PART II: HOW TO USE ACCESS DATABASE AND SEARCH FOR LITERATURE 1. Open the WCPALiteratureDatabase.accdb file, then click on Forms to view the database in Form view, the form name would be ProtectedAreaLiteratureFrm; see screen shot below. Each record is classified with one or more criteria on the right hand side, such as Biodiversity, Climate Change etc. Note that one record can fall into several criteria. Dao Nguyen and Marc Hockings 2

3 2. Searching for literature: If you look for a specific topic, right click on a category box (e.g. Climate change); a menu list will pop up (see the screen shot below). Choose Is Selected Dao Nguyen and Marc Hockings 3

4 You will see at the bottom of the Form the number of records that have been filtered with the category (e.g. Climate change). You can see those records in the Form by clicking the arrow button to select the next record. You can also view those records in report forms and print out forms by clicking on the View Report box. When you click on View Report, a box Enter Parameter Value will pop out: just click OK to see report. Dao Nguyen and Marc Hockings 4

5 A report will open, as pictured below. You can look at the records selected in this form. You can also click on the print preview icon indicated below with the red arrow for a printout format to allow you to print a hard copy. Another way to search in the database is to right click on the form areas such as the Title, Authors or Author Keywords, and a menu will pop up. Click on Text Filters, and then click on Contains in the pop out. A Custom Filter box will pop up, please type in the word or phrase you are searching for in Title, Authors or Keywords (see screen shots below). Then click OK, and the result will be shown as Filtered follow the steps above to view the report and print preview forms. Dao Nguyen and Marc Hockings 5

6 When you have finished searching, you can click on the word Filtered at the bottom of the Form, to go back to the normal view (unfiltered mode) of all the records in the database. Dao Nguyen and Marc Hockings 6

7 PART III: UPDATE YOUR MICROSOFT ACCESS DATABASE 1. Download new updated PA literature files posted on WCPA s website on monthly bases in Excel format, save it onto your computer, and then import it into your Microsoft Access Database file (WCPALiteratureDatabase.accdb) that you downloaded before. 2. Importing: Open the Access PA literature database file; but do not have any tables or forms open, click on External Data and click on Excel A window will open up and ask you to browse for the file to be imported (browse the updated excel file that you downloaded from WCPA s website). Then choose the second bullet Append a copy of the records to the table: Protected Area Literature; click OK, then follow the prompt to finish the process. The new records will be added to your database. Dao Nguyen and Marc Hockings 7

8 Now your database is updated with new literature records. We hope the database is useful for your work. For further support or clarification, please contact Dao Nguyen by on or Marc Hockings on Dao Nguyen and Marc Hockings 8