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3.5 Using Databases with Base
OpenOffice 2.0 introduces a new database module, Base. Use
Base to design a database to store many different kinds of information,
from a simple address book or recipe file to a sophisticated document
management system.
Tables, forms, queries, and reports can be created manually
or using convenient wizards. For example, the Table Wizard contains
a number of common fields for business and personal use. Databases
created in Base can be used as data sources, such as when creating
form letters.
It is beyond the scope of this document to detail database
design with Base. More information can be found at the sources listed
in Section 3.8, Finding Help and Information About OpenOffice.org.
3.5.1 Creating a Database Using Predefined
Options
Base comes with several predefined database fields to help
you create a database. The steps in this section are specific to
creating an address book using predefined fields, but it should
be easy to follow them to use the predefined fields for any of the
built-in database options.
The process for creating a database can be broken into several
subprocesses:
Creating the Database
First, create the database.
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Click > > .
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Select ,
then click .
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Click to make your database information available to
other OpenOffice.org modules, select both check boxes in the bottom
half of the dialog, then click .
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Browse to the directory where you want
to save the database, specify a name for the database, then click .
Setting Up the Database Table
Next, define the fields you want to use in your database table.
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In the Table
Wizard, click .
The list changes to show
the predefined tables for personal use. If you had clicked ,
the list would contain predefined business tables.
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In the list,
click .
The available fields for the predefined address book appear
in the menu.
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In the menu,
click the fields you want to use in your address book.
You can select one item at a time, or you can shift-click
multiple items to select them.
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Click the single right-arrow to move
the selected items to the menu.
To move all available fields to the menu,
click the double right-arrow.
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Use the up-arrow and down-arrow to adjust
the order of the selected fields.
The fields appear in the table and forms in the order in which
they are listed.
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Click .
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Make sure each of the fields is defined
correctly.
You can change the field name, type, whether the entry is
required, and the maximum length of the field (the number of characters
that can be entered in that field. For this example, leave the settings
as they are.
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Click .
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Click ,
click , click , then click .
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Accept the default name for the table,
select e, then
click .
Creating a Form
Next, create the form to use when entering data into your
address book.
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In the Form
Wizard, click the double right-arrow to move all available fields
to the list, then click twice.
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Select how you want to arrange your form,
then click .
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Select the option to use the form to
display all data and leave all of the check boxes empty, then click .
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Apply a style and field border, then
click .
For this example, accept the default selections.
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Name the form, select the option, then click .
Modifying the Form
After the form has been defined, you can modify the appearance
of the form to suit your preferences.
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Close the form
that opened when you finished the previous step.
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In the main window for your database,
right-click the form you want to modify (there should be only one
option), then click .
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Arrange the fields on the form by dragging
them to their new locations.
For example, move the First Name field so it appears to the
right of the Last Name field, and then adjust the locations of the
other fields to suit your preference.
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When you have finished modifying the
form, save it and close it.
What’s Next?
After you have created your database tables and forms, you
are ready to enter your data. You can also design queries and reports
to help sort and display the data.
Refer to OpenOffice.org online help and other sources listed
in Section 3.8, Finding Help and Information About OpenOffice.org for
additional information about Base.
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