Leaders in Learning: Publications of Faculty & Staff

Data Entry Using the Access Database


Deadline:  Submissions for the 2003-2004 academic year are due on October 15, 2004.
Please email
leadersinlearning@uwo.ca if you require any assistance.

Guidelines


If you use your own Access Database, please contact Leaders in Learning before submitting data.

  1. Contact leadersinlearning@uwo.ca to receive a copy of the Access 2000 database. You will receive an email with an attachment. The attachment will be named "Access 00.mdd".  Right click on the attachment and save to your hard drive or local network as "Access 00.mdb" - note that the last letter has been changed from "d" to "b".

  2. To begin entering records in the Access database, double-click on the file to open it.

  3. Once in Access select the "Forms" tab and double-click on the form "form0001" to open it.

  4. Fill in all the fields necessary for the publication you are submitting.

  5. Use your department code in the "Department" field.

  6. You must select the "Type" of publication from the pick list (your selection must darken). From this point on you can "Tab" to each field. 

  7.  When entering data into the fields, follow the format given in the Guide to Field Formats. This is very important, especially in the "Author", "WesternID", and "Editor" fields.

  8.  When at the bottom of the form you can either Tab to the "Add New Record" button and press <Enter> or click on the button.  

  9.  Continue entering new records for every publication.

  10.  When you have finished adding all of the records you wish to in this session, you may exit from the form by clicking on the "x" in the top right hand corner of the form frame.

  11.  Your work has been automatically saved.  

  12.  To exit from Access click on the "x" in the top right hand corner of the Access frame

  13.  If you would like to add more records at a later date. Enter the file and form as described above. You must then go to the next empty record. To do this, go to the bottom of the frame and click on the button with a triangle pointing right and a *. This will take you to an empty record at the end of the records you previously entered.  You may then continue entering records and exit as before.

  14.  If you use a more current version than Access 2000, please save your databse to Access 2000. To save to an earlier version: while the database is open, go to the “Tools” menu and select “Database Utilities” then “Convert Database” and select “To Prior Access Database Version”. Enter a new file name for your database and Save.

  15. When you have completed entering all your publications (1 per record), copy the database. Re-name one of the copies from Access 00.mdb to Access 00.mdd before sending (this is required due to email extension restrictions in place at UWO). You will receive an error message "If you change a filename extension, the file may become unusable. Are you sure you want to change it? Select "Yes". Then create an email message andattach the "Access 00.mdd" file to the email and send it to  leadersinlearning@uwo.ca. In your email, include your the name and code for your department as well as your contact information.

Please return your hard copies by October 15, 2004 to:

Leslie Thomas-Smith
Western Archives
WL 140B

Drafts of the bibliography will be circulated for verification before publication


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leadersinlearning@uwo.ca
Last revised: 2004/07/28