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Microsoft Access Program

In: Other Topics

Submitted By cmeflow2003
Words 1271
Pages 6
February 5, 2012

Situation 1: Jack, a veterinarian.
When I finished listening to everything Jack the veterinarian has to say about his business and all that he needed to handle all of his company’s growth and in what direction he wanted to which was make it easier for him with all of the data he had in folders, I would then explain to him about using Microsoft Access program. I would explain to him all of the features and functions and the task that Access could do for him and his business such as, he could create a program where he could keep all of his data from him veterinarian business by using tables, queries, forms and reports and he can connect them together with a function called the relationship feature. I would begin by showing him how using tables would keep all of the company’s data or information on all of his records for each animal and also would explain how simple task can be programmed through the use of macros that have easy functions such a point and click options. Next I would explain to him that the creation of tables will work or correspond with certain animal records and each row works for a certain animal with has all of the information for that certain animal. Next I would talk about the other features of using Microsoft Access such as using a query interface function, the different forms that can be used to place information in, plus using reports that can be printed. Reports will provide the capability to quickly create summaries of the data contained in one or more tables and or queries, by using the wizards function the user can create reports very easily and it takes less time. After explaining all of this to Jack I need to remember that he is probably going to totally overwhelmed with all of this information about Microsoft Access especially if he has never used this program before. At this point I would reassure him that it is a fairly easy program to use and that there are many tutorials online. Last I would remind him of all this program can do to make his business run faster and be successful.

Situation 2: Frank.

The first thing I would ask Frank is to explain to me exactly what problems or issues he is having so I can understand completely what it is he is having trouble with and what he wants to do about it. The first action would be to find out is what he has in the service tables to figure out the amount that is due to him and if they were calculated correctly. Many times it is human error when filling out these tables. Looking at the amount due can be calculated from information and to find out if the data of the query from the report is correct. All of this can be very confusing and it sound like Frank has never used Microsoft Access before so it might take a while trying to understand since he does not know the program. If this is the issues in which I think it is. I would ask Frank to first open up his Access program and tell me what he has in the fields. I would go step by step with him as he tells me what is in each part of the program. A good place to start would be to ask him then tell him to describe to me what he sees in each fields, many times a problem can also be that there is not a good relationship in the query section. This can throw everything off. To help Frank I would on my end open up Microsoft Access and create tables with him so we can figure out at what point there was a problem. This could be time consuming, however you have to remember to listen and understand that the person on the other side may not understand what you are trying to help them with. So be patience and take your time. Rushing someone on technical support is always a downer because I have been there and it only makes the person you are trying to help become frustrated. So try you best not to get frustrated yourself. When I finally figure out what the problem is I would ask Frank to make the necessary changes that will probably be in his query and table set up. I would help him each step of the way. If he does not understand still I would keep on going over his program alongside with the one I made up from the information he had given me and keep on working with him until we came out with the desired funds that are due to him. Before I left Frank I would let him know if he had anymore issues in the future or just needed to refresh what he had learned that he could either contact me again or I would send him to check out help function on Microsoft Access. Also if he just wants to brush up on some learning tools until he feels comfortable I would send him over to find Microsoft Access Tutorials on YouTube.

Situation 3: Stephanie
After listening to Stephanie explain to be the problems she is having, immediately I can tell that she is very comfortable when using Microsoft Access and she has probably been using this program for a while. If this is true then hopefully she has saved all of her information in her database in case of mistakes. This is one thing I have learned when using any type of Microsoft programs is to save while working. I save every five minutes just in case I make a mistake or accidently erase my work. I would share this handy tip with Stephanie and I would with everyone. I am hoping that Stephanie has saved all of her serial numbers before she started to change things, if she has then this can be much easier to fix. One of the reasons could be that when she replaced each plate’s ID that it could be that the queries might not work if she has changed the field name or the data name and serial number is in a different format from the plate ID. Example could be that she could have used the auto number for the ID that is longer but since the serial number can have letters in it at times she would have to change it from auto number to where she could add data as text. If this has happened then the query relationship to the ID number would not work correctly because the information is not matched well, I would have her look at the serial numbers and compare them the first or original ID plate. To do this I would tell her she would need to add the plate ID field and the set it back to auto number or reset them to what she was using when she first opened up the program. To make sure that the serial numbers are correct she can run the find duplicates query on the program on tables. This should be done before making the primary key so you can prevent from losing records. Hopefully this can solves the issues she is having. If not then I would tell her she would have to start all over again and make sure when she adds in her information that all of it is correct in each field and so on.…...

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