How to Delegate Tasks Effectively (and Why Its Important)

How to Delegate Tasks Effectively (and Why It’s Important) One of my favorite Olympic sports to watch is track relay. The runners make blindly reaching for a baton at 20 mph while staying in their lanes look incredibly easy. But in truth, what they’re doing is extremely difficult. And it’s a lot like delegating effectively. Delegating sounds easyâ€"and others who can do it well make it look easyâ€"but passing the baton effectively requires a lot of trust, communication, and coordination. Still, if you learn how to delegateâ€"and you do it wellâ€"everyone on your team wins. Table of Contents: Why Is It Important to Delegate? Why Managers Fail to Delegate How to Determine When Delegating is Appropriate How to Delegate Tasks Effectively Why Is It Important to Delegate? As a leader, delegating is important because you can’tâ€"and shouldn’tâ€"do everything yourself. Delegating empowers your team, builds trust, and assists with professional development. And for leaders, it helps you learn how to identify who is best suited to tackle tasks or projects. Of course, delegating tasks can lighten your workload, but according to Dr. Scott Williams, professor of management at Wright State University, delegating does much more than just get stuff off your plate. For one, the people who work for you will be able to develop new skills and gain knowledge, which prepares them for more responsibility in the future. “Delegation can also be a clear sign that you respect your subordinates’ abilities and that you trust their discretion,” Williams writes. “Employees who feel that they are trusted and respected tend to have a higher level of commitment to their work, their organization, and, especially, their managers.” Why Managers Fail to Delegate While the benefits of delegating are obvious and plentiful, many managers still fail to delegate effectively. The reality is that there are several myths and misconceptions about delegating that can make some leaders wary of handing off work to others. They think delegating is just passing off work to someone else “Managers often mistake delegation for passing off work,” writes Harvey Mackay, founder of MackayMitchell Envelope Co. “So they don’t do it, and they wind up wasting their time as well as the company’s time and resources.” Delegation can be a chance to make workloads more manageable, but more than that, it can provide really valuable teaching opportunities for your employees, Mackay notes. Delegation is not a sign of weakness; it’s a sign of a strong leader. They think they can do it better One study found that two psychological processes make people more reluctant to delegate work: the self-enhancement effect, which is a manager’s tendency to evaluate a work product more highly the more involved he/she is in its production the faith in supervision effect, which is when people have a tendency to think work performed under the control of a supervisor is better than work performed without as much supervision Watch for those biases in your work. They could be a sign that you need to focus on building more trust within your team. Related: 6 Simple Tips for Effective Team Management They’re nervous about letting go Letting go can be challenging, but accepting that you can’t do everything yourself is important. “Giving up being ‘the go-to expert’ takes tremendous confidence and perspective even in the healthiest environments,” says Carol Walker, president of Prepared to Leadâ€"a consulting firm that focuses on developing young leaders. Remind yourself that your team wants to do good work and be successful just like you do. If your employees succeed, you succeed. “I’ve learned that people will seldom let you down if they understand that your destiny is in their handsâ€"and vice versa,” says Mackay. Theyre worried delegating will take longer than just doing the work Another common barrier to delegation is that it can take longer to teach someone else how to do a task than to just do it yourself. And while that might be true the first time you delegate the task, over time, the amount of time you have to dedicate to that task decreases because you won’t have to be involved with it at all. Imagine that it will take you eight hours to walk someone through a task you have to complete every week. Typically, it takes you an hour to complete the task. Once eight weeks have passed after you’ve trained someone else to do the task for you, you’ll have recouped the time you spent on training and now have an extra hour each week. With that extra hour, you can focus on more important work, such as strategy, coaching, or developmentâ€"the things leaders are supposed to do. How to Determine When Delegating is Appropriate Another common barrier to delegation is that leaders aren’t sure which tasks they should and shouldn’t be delegating. In every manager’s workloadâ€"particularly new managersâ€"there are likely tasks that you should do and tasks that you should delegate. Career and business strategist Jenny Blake recommends conducting an audit of your tasks using the rules below to find out which of your tasks should be delegated: Tiny: Tiny tasks are little things that only take a small amount of time to complete but add up over time. These might be things an assistant could do: scheduling meetings, booking flights for business trips, or deleting spam/marketing emails from your inbox. Tedious: Tedious tasks are mindless tasks, such as copying and pasting lead information from your marketing automation tool to your CRM. Tedious tasks require little skill and can be easily delegated. Time-consuming: Time-consuming tasks are opportunities to break work into smaller chunks and delegate portions of the work to others. If you perform a task regularly that takes a lot of time, look for opportunities to hand off segments of that task to others. Teachable: Do you have tasks on your plate that you could easily teach someone else to complete? If a task is entirely teachableâ€"if it does not require expertise that only you can provideâ€"it’s a worthwhile candidate for delegation. Terrible at: Maybe you have no design skills, so it takes you six times as long to create graphics for your blog posts as it would a professional designer. It’s better to delegate that task to someone who’s more equipped to do the work quickly and well. Time-sensitive: Maybe it would be better if you handled all of the tasks belonging to a time-sensitive project, but if you won’t have time to complete it doing it all on your own, it’s time to find ways to delegate parts of that task to other members of your team. Additionally, you may need to consider delegating tasks you love doing but are no longer part of your job. If you recently moved into a leadership role, you may have pet projects from your days as an individual contributor, but if it’s now someone else’s job to complete those tasks, it’s time to delegate and teach that person how to do it for you. Delegate tasks efficiently Sign up for free Sign up for free How to Delegate Tasks Effectively Here are a few tips to help you delegate effectively so that your team shares the workload and makes progress that benefits everyone. 1. Choose the right person for the job Part of being a good leader is understanding your employees’ strengths, weaknesses, and preferences. If you need to delegate a task that is going to require a lot of collaboration to complete, don’t delegate it to someone who very strongly prefers working alone. Delegate it to someone who prefers collaborating. If you conducted the audit recommended in the section above, you may have a list of tasks you’re looking to delegate. You may want to consider sitting down with your team, going through the list, and letting people self-select the tasks they’re most interested in taking over. Letting people choose the tasks they’re delegated is another way to build trust with and inspire engagement among your team. 2. Explain why you’re delegating If you’re delegating a task to someone out of the blue, it really helps when you provide context for why you’re giving them that responsibility. “When you select people to delegate to, tell them why you chose them specifically and how you hope to see this help them grow,” says Alex Cavoulacos, founder of The Muse. “Help them see each delegated task as an opportunity to take on more responsibilities or grow new skills.” 3. Provide the right instructions Every good delegator provides basic and important information without micromanaging. Stephen Covey, author of The 7 Habits of Highly Effective People, suggests that you delegate results rather than methods: “For example, say, ‘Here’s what we are doing. Here’s what we’re after. I want you to get the sale,’ instead of ‘Follow up on those leads,” Covey says. Tell employees your goals or the milestones you hope to hit and let them tackle the problem in their own way. Don’t look for perfection or micromanage; someone else might complete a task differently than you would. As long as you get the result you’re looking for, that’s okay. 4. Provide resources and training You have to make sure the person tasked with a job or project has the tools and resources they need to be successful. “A good training rule of thumb is ‘I do, we do, you do’ (i.e. watch me do this, then let’s do it together, now you try),” says Cavoulacos. Make sure that when you delegate a task, the person has the tools and skills they need to complete the taskâ€"or provide a way for them to work on those skills. For example, if you ask someone to use a specific tool they’ve never used before to complete a task, make sure there’s a plan for them to become familiar with the tool first. 5. Delegate responsibility *and* authority You’ve probably been in a situation where you were tasked with something but didn’t feel fully empowered to make decisions. As a result, the work stalls, you end up having to ask for help, and the task takes more time from both the employee and the manager. “Managers who fail to delegate responsibility in addition to specific tasks eventually find themselves reporting to their subordinates and doing some of the work, rather than vice versa,” writes Martin Zwilling, founder and CEO of Startup Professionals. Foster an environment and culture where people feel they’re able to make decisions, ask questions, and take the necessary steps to complete the work. 6. Check the work and provide feedback There’s nothing worse than a manager who delegates something to an employee and then blames the employee when something goes wrong. Don’t be that manager. Check the work you delegated to your employees when it’s complete, make sure they did it correctly, and give them any feedback needed to improve when handling the task going forward. 7. Say thank you When someone completes a task or project you delegated, show genuine appreciation and point out specific things they did right or well. When you make a note of those specifics, you’re giving people a roadmap for what they should continue to do to be successful. “This is the simplest step but one of the hardest for many people to learn,” Zwilling says. “It will inspire loyalty, provide real satisfaction for work done, and become the basis for mentoring and performance reviews.” The Benefits of Learning to Delegate If you delegate well, you can increase trust and commitment with your employees, improve productivity, and make sure the right people are performing the tasks that best suit them. So don’t be afraid to pass the baton. It might take some practice to become a great delegator, but if you work at it, you’ll all go further. Originally published in March 2017, this post has been updated to provide more information about how to determine which tasks should be delegated and to add a few more delegating tips. You might also like: 3 Creative Leadership Methods to Spark the Next Big Idea 3 Proven Strategies to Motivate Your Team 4 Strategies to Make Creativity a Key Part of Company Culture 4 Steps for Successful Employee Development Delegate tasks efficiently Sign up for free Sign up for free

Explain how Jingoism Influenced The US Policy Research - 275 Words

Explain how Jingoism Influenced The US Policy Research (Essay Sample) Content: Clients NameInstructors NameClass Information (English 1A)DateJingoismJingoism is militant chauvinism, preaching aggressive imperialist policy. The term is derived from the untranslatable word "jingo", which was part of the chorus chauvinistic English songs 70s of XIX century. Subsequently, this concept has been widely circulated in the United States. They designated supporters of the extreme chauvinist views and sentiments, the most serious form of imposing the dictates of the United States to other countries, the cult of racial superiority of whites over other peoples. Jingoism is the American equivalent of chauvinism, underline the exclusivity of the American value system.The US policy can be characterized by colonial expansion and inciting ethnic hatred. In practice, this means that the US used force against other countries in order to protect what is perceived as the national interests of their country. Also jingoism implies extreme forms of nationalism, which e mphasizes the superiority of their nation over others.Roosevelt in 1886 suggested a military solution to the conflict with Mexico. In the 1890ies he started the military action against Chile, for the annexation of Hawaii and violent construction of a canal through Nicaragua. Speaking at the National Club of the Republican Party in 1895, he put forward the idea of building a navy that will enhance the honor of the American flag (Garland, Rowe).Also the US government followed a policy of "double standards", at the same time providing the Cuban revolutionaries with money and weapons, and urging the Spanish authorities of the correctness of the uprising. The line of the US administration was deliberately provocative, since artificially warmed Cuban-Spanish conflict to continue to impose war on Spain.Nevertheless, we can not say that this policy is inherent only to the US. Since the term came into use in the UK during the Russian-Turkish war of 1877-1878, when, after sending in Turkish w aters of the British squadron...

Friendship Is A Virtue Essay - 1005 Words

Aristotle argues that â€Å"friendship is a virtue.† Making good friends can expand your view on life and make you realize that we are all more alike than we are different. True friendships are based on unconditional compassion and trust within each other. Although, some friendships end up in disaster, they help you grow as a person and understand other people’s point of view. Director, Tom Rath, believes that â€Å"we are all aware of the value of friendship especially during difficult times.† It’s self-evident that friendship is an essential ingredient in living a fulfilled life. In fact, Jane Collingwood acknowledged in her article, â€Å"The Importance of Friendship,† that â€Å"friendship is more than five times as important as physical intimacy†¦show more content†¦Once I started making new friends, I realized that they appreciated me for who I am and helped me embrace my heritage. Clearly, there is a need for a greater focus on th e aspect of true friendship. As the article emphasizes, â€Å"our society is ignoring its importance.† True friends influence the paths you take and give you hope that there is light even in the darkest of times. They are crucial in avoiding modern social problems such as isolation and anxiety. Therefore, we shouldn’t underestimate the power our close circle of friends has on our life because as Vernon writes â€Å"a close friend is a mirror of your own self, someone with whom you realize that, though autonomous, you are not alone.† 501 words Eight Toxic Patterns in a Mother-Daughter Relationship: Response The relationship between a mother and daughter can make or break the emotional stability of a young girl. Many mothers who carry toxic traits in their way of parenting, tend to give their daughters a feeling of inner disturbance and a lack of self-esteem. These behavioral patterns developed by the mother usually tie to early hardships in her life. As Peg Stre ep says in her article â€Å"Eight Toxic Patterns in a Mother-daughter Relationship,† â€Å"Differentiating these patterns in broad terms can help daughters recognize, understand, sort through, and ultimately begin to manage these very problematic andShow MoreRelated Nicomachean Ethics: Friendship, Virtue and Happiness Essay examples933 Words   |  4 Pages     Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  In the writings of Aristotle, seen in  Nicomachean Ethics, it is evident that Aristotle believes that friendship is necessary for a virtuous and therefore happy life. I believe that this is accurate due to the similar conditions necessary for a complete friendship and a happy life. It is also evident that friendship is useful in achieving a happy life because friendship can make performing virtuous actions easier. 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It was Aristotle’s belief that everything, including humans, had a telos or goal in life. The end result or goal was said to be happiness or â€Å"eudaimonia†. He explained that eudaimonia was different for each person, and that each had a different idea of what it meant. Further, heRead MoreEthical Theories Of Normative Ethics1259 Words   |  6 Pagesutilitarianism, duty ethics, virtue ethics, care ethics, and natural law ethics. While learning about those theories, I often thought about how the arguments for some theories included interesting ideas that I personally agreed with, but the methods of reasoning were somewhat lacking. Contrastingly, I encountered theories with arguments that were not thought-provoking ideas at first, but I became acclimated to them due to the logical and well-thought out methodologies. In this essay, I will argue for my

College Tuition - 1071 Words

College Tuition In todays society, the idea of a college education has become less of an option and more of a necessary requirement and is commonly considered the only way to acquire a successful career and life. There are many careers, in which a college education is not technically necessary, that can often be just as or even more successful. With the cost of college tuition increasing with every passing year, the controversy of whether college is really worth the cost and burden is growing too. If our society wants to continue displaying a college education as somewhat of a necessity for success, I believe the cost of it should shift to being a more realistic price, suitable for the majority of students striving to go to college.†¦show more content†¦Although most colleges may not consider ways to lower the costs of college, there are many ways in which a lower tuition and overall price is possible. One direct contribution to the costs of schooling is the professorâ€℠¢s salary. Many college educators do not actually deserve the amount of money they make. Teachers should receive a salary that accurately reflects how affective the professor is at teaching. College fees also include unnecessary additions that are not required and could easily be taken off, such as gym memberships, recreation center memberships, and other additional bonuses that are not essential. Also, although I’m a student-athlete as well, the amount of money given away in scholarships just to play sports at that school has become a bit ridiculous. If the amount of money for scholarships went back into the school directly, the cost of tuition would decrease, and the need for those said scholarships would decrease as well. It is apparent that student athletes are held to a higher regard than other students. Often, you see students that are all-state athletes that get decent grades receive more money and â€Å"special treatment† in comparison to a student that does not do related extra-curricular activities, yet gets exceedingly high grades. This is not fair in any way; the elimination or decrease of athletic scholarships given out would eliminate the inequalityShow MoreRelatedCollege Tuition : Is No Worth Paying For College?2017 Words   |  9 PagesCollege Tuition Intuition Nobody enjoys paying for college. No one thinks about college and gets excited about all the money they might spend, but now people are actually thinking of ways to fix that. Currently colleges are very expensive, especially private colleges. However, with the current presidential election going on, the possibility of free public college is being brought up. This concept would be greatly beneficial to today’s youth and help them graduate college debt free. 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Will Tv Succumb to the Internet - 948 Words

Will TV Succumb to the Internet? The Internet has transformed the music industry. Sales of CDs in retail music stores have been steadily declining while sales of songs downloaded through the Internet iPods and other portable music players are skyrocketing. Moreover, the music industry is still contending with millions of people illegally downloading songs for free. Will the television industry have a similar fate? Widespread use of high-speed Internet access, powerful PCs with high-resolution display screens, iPhones and other mobile handhelds, and leading-edge file-sharing services have made downloading of video content from movies and television shows faster and easier than ever. Free and often illegal downloads of some TV shows are†¦show more content†¦Television broadcast networks such as NBC Universal, Fox, and CNN have put television shows on their own Web sites. In march 2007, NBC Universal, News Corp (the owner of Fox Broadcasting), and ABC Inc. set up Hulu.com, a Web site offering streaming video of television shows and movies from NBC, Fox, ABC, Comedy Central, PBS, USA Network, Bravo, FX, Speed, Sundance, Oxygen, Onion News Network, and other networks. Hulu also syndicates its hosting to other sites, including AOL, MSN, Facebook, MySpace, Yahoo, and Fancast.com, and allows users to embed Hulu clips in their Web site. The site is free to viewers and supported by advertising commercials. CBS’s TV.com Case Study Article Trimester 49 7 Chapter 3: Kenneth C. Laudon Jane P. Laudon, Essentials of Management Information Systems, 9th Edition, Prentice Hall, 2011 and Joost are other popular Web television sites. Content from all of these sites is viewable over iPhones. What if there are so many TV shows available for free on the Web that â€Å"Hulu households† cancel their cable subscriptions to watch free TV online? Cable service operators have begun worrying, especially when the cable networks posted some of their programming on the Web. In July 2009, cable TV operator Comcast Corporation began a trial program to bring some Time Warner network shows, including TBS’s My Boys and TNT’s The Closer to the Web. Other cableShow MoreRelatedWill Tv Succumb to the Internet?954 Words   |  4 PagesWill TV Succumb to the Internet? The Internet has transformed the music industry. Sales of CDs in retail music stores have been steadily declining while sales of songs downloaded through the Internet iPods and other portable music players are skyrocketing. Moreover, the music industry is still contending with millions of people illegally downloading songs for free. Will the television industry have a similar fate? Widespread use of high-speed Internet access, powerful PCs with high-resolution displayRead MoreTv vs. Internet1042 Words   |  5 PagesWill TV Succumb to the Internet? 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Because the entire law is summonedRead MoreStaggering Revelations About Big Data1234 Words   |  5 PagesStaggering Revelations about Big Data According to the article, 2.8ZB of data has been created and replicated in 2012. The proliferation of devices such as PCs and smartphones worldwide, increased Internet access within emerging markets and the boost in data from machines such as surveillance cameras or smart meters has contributed to the doubling of the digital universe. IDC projects that the digital universe will reach 40 ZB by 2020, an amount that exceeds previous forecasts by 14%. Thus, data

What s It All For - 1850 Words

Although the majority of the world believes in an afterlife, some individuals believe that life after death just doesn t exist. The core group of people that don t have that belief, are both Materialists and Atheists. Materialists believe in the fact that everything and anything in the world is made up of matter. They feel that there is no unmaterialistic reality on Earth and that that serves to prove that there is no afterlife. Atheists are generally skeptical about any existence of an afterlife also (Religious Tolerance). They live their life without any belief in God or anything that pertains to him. Atheists theorize that the universe was created by the â€Å"Big Bang Theory†, and that humans arose from the theory of evolution. With†¦show more content†¦However, people who practice Buddhism and Hinduism believe in life after death. Both Buddhists and Hindus follow the teachings of karma and reincarnation, which is backed up by what Victor J. Zammit says about how â€Å"Buddha accepted the basic Hindu doctrines of reincarnation and karma†. Buddhists, unlike Hindus, dont believe that humans have eternal souls. They instead believe that people consist of a bunch of habits, memories, and desires, that reincarnate in body after body (p. 1). To people who follow Tibetan Buddhism, after death, a person’s spirit has to go through a forty-nine day long process. This process is separated into three stages referred to as â€Å"bardos†. When the three stages end, the person either reaches nirvana or is reincarnated. The first stage of Bardo is the dying one. It starts at death and can last from a half a day to up to four days. At this point in time, they believe that all people see â€Å"The White Light†. In the second stage of Bardo, called the Luminous Mind, the dead encounter peaceful or wrathful deities created by karma. The spirits have to go through the process without flinching in order to get into the paradise realm. The third stage of Bardo consists of the spirit being reincarnated back onto earth (Zammit, p. 2). Hindus, unlike Buddhists, believe that people possess souls that are reincarnated. Zammit says that â€Å"Unlike Western...reincarnation, which tend to make the idea...exotic, desirable, and even romantic,

Ms Access Free Essays

string(118) " Create fields in DESIGN VIEW This brings up the TABLE DESIGN GRID where you enter each field name and its data type\." 1 MS-Access 2007 The new look of Access 2007 Before starting the main part of the tutorial, we are just going to familiarize ourselves with the new look Access 2007 User Interface – or Access Screen. The Access Screen The Access 2007 Screen is very different to that in previous versions. The menus have been replaced by the Access 2007 Ribbon; there is the MICROSOFT OFFICE BUTTON instead of the old file menu; and the old database window has been replaced by the Access 2007 NAVIGATION PANE. We will write a custom essay sample on Ms Access or any similar topic only for you Order Now There is also a GETTING STARTED screen to create or open a database file when Access is launched. Access Ribbon The ACCESS RIBBON works somewhat differently to the old Access Menus. There is a row of ribbon tabs with headings such as HOME, CREATE, EXTERNAL DATA, and DATABASE TOOLS. Clicking on each tab presents you with its own individual ribbon with its own particular icons. Each icon on a ribbon is contained within a group of icons that perform similar tasks. So, for example, the Create tab has groups for TABLES, FORMS, REPORTS and OTHER MSAccess2007 – www. neteffect. in 2 Microsoft Office Button The MICROSOFT OFFICE BUTTON is in the top left corner of the Access screen. It replaces the old Access file menu. So to perform functions such as saving, opening, new file creation, and printing etc, you need to click this button. To the right of this button is the Quick Access Toolbar intended to provide you with quick access to some of the more common commands used in Access 2007. There are three default icons on this toolbar – save, undo and redo. You can also customise this toolbar to add additional commands as required. Access Navigation Pane The Access NAVIGATION PANE replaces the old database window. It is here where you will see the icons for all the tables, orms, queries and reports that you create. When you want to open one of your database â€Å"objects†, you just click on one of these the icons, and the required object will open in the main Access window. Getting Started We will now move onto the first tutorial lesson where the Getting Started Screen will be introduced. Create Access 2007 Database The first step in creating an Acces s 2007 database, is to create a blank database file. This is done from the Getting Started Screen when you launch Access. The file is saved onto one of your PCs folders (which you specify). The procedure for doing this is outlined below. MSAccess2007 – www. neteffect. in 3 1. Launch Access To begin, launch Access by clicking on the desktop icon, or choose Access from the start menu. This brings up the GETTING STARTED WITH MICROSOFT OFFICE ACCESS screen. 2. Select Blank Database Template Towards the top left of the screen you will see a â€Å"Blank Database† icon. Click this icon to bring up the Blank Database side bar on the right hand side of the screen. This is where you will enter details about the database file that you are about to create. 3. Enter filename for your Access 2007 database MSAccess2007 – www. neteffect. in 4 Begin by entering the name that you want to call the database in the filename textbox. 4. Browse and select folder Next click the folder icon and browse for a folder to put your database. Once selected you should see the file path below the textbox. 5. Click Create All you need to do now is click the â€Å"Create† command button below, and your database file saves to the location that you specified, and opens for you to work on. You are now ready to work on your newly created database file. The next step is to create an Access table Access 2007 tables How Access stores data in Tables Like all other databases, Access 2007 stores data in tables. They look a lot like the cells of a spreadsheet with columns and rows. Each horizontal column represents a table record, and each vertical column represents a table field. See Table example below: A simple Table ID Number 1 2 3 FirstName John Tracey Anne Surname Jones Smith McNeil Age 35 25 30 In the example Table above, there are four fields containing information about an individuals ID number, first name, surname and age. Below the field headings there are 3 records containing information or data for each individual. As such, a database table is a list with each column containing the same specific sort of information. Each row of information is an individual record that might relate to a particular person, a business, or a product etc. When planning a database table, most database designers will decide which column headings or fields they are going to use. This is the basis of the table structure. The actual data is added later and is not a part of the design process. MSAccess2007 – www. neteffect. in 5 Create Access Table 1. Open database file If you created a blank Access database in the previous tutorial lesson, you are now ready to create a new table. Begin by opening your existing database file if it is not already open. Do this by clicking on the Access desktop icon to bring up the getting started screen again. You should see the file name that you just created towards the top of the right hand side bar (If you cant see it, click the folder icon to browse for the file). Click on the file name to bring up your blank database. If, at this stage, you get a security warning underneath the ribbon, click where it says options, select the â€Å"enable this content† radio button (in the pop-up window), and then click ok. Your blank database file should now be fully open. 2. Create Access Table Select the CREATE tab on the Access ribbon. Next select the TABLE DESIGN icon from the TABLES group. This creates a new table. 3. Create fields in DESIGN VIEW This brings up the TABLE DESIGN GRID where you enter each field name and its data type. You read "Ms Access" in category "Papers" The first field we are going to create is the ID field which is going to contain a unique reference number for each record. Enter the name â€Å"ID† into the first column of the first row in the grid. Because we want Access to MSAccess2007 – www. neteffect. in 6 automatically generate a unique reference number, select AUTONUMBER from the drop down list in the data type column. You can also enter a description for each field, but this is not essential. On the next row the field is going to be called FIRSTNAME and the data type is going to be TEXT. On the third row the field name is SURNAME with the data type again being TEXT. And finally, the last field name is AGE and the data type here is going to be NUMBER. Before you save the table you will need to choose the Primary Key, which in this case is ID. To do this, select the ID row by clicking on it, and then simply click the primary key symbol on the Ribbon. The table design grid should now look like this: You can now save the table by clicking the save icon on the top left of the screen above the Access Ribbon. To view your table select DATASHEET VIEW from the VIEWS group under the DESIGN TAB. This brings up the datasheet view of the table that you have just created. You should see your field headings running across the top of the table. 4. Data entry in DATASHEET VIEW Although entering data onto the datasheet table is not a part of the design process, the table now exists as a database object, and you can test it by entering some information into the cells. Select the first cell in the FIRSTNAME column and enter the name JOHN. For SURNAME enter JONES, and for AGE enter 35. NB just ignore the column underneath the heading ADD NEW FIELD. We created all the fields we needed in design view. MSAccess2007 – www. neteffect. in 7 You have now entered the first record in the table – record 1 for John Jones aged 35. You can now press the return key and the record will save automatically. You are now ready to enter the second record on the next row – TRACEY SMITH 25. Press return and then fill in the data for the last record we are going to do for now – ANNE McNEIL 30 Your datasheet table should now look like this: You now have a database table with three records. More records can be added below the existing three at any time. Records in the table can also be searched, sorted, filtered and displayed in a variety of ways. This, however, is something for future lessons. The next lesson to be covered in this tutorial is Access 2007 forms. Access 2007 Forms Access FORMS are user friendly In the previous lesson, you created an Access Table and entered three records. However, to get the most out of Access it makes sense to create a data entry FORM. By doing so you are making your database more user friendly. It is easier and quicker to enter data onto a form than it is into a table, not least because you have more control over the layout and labelling of your form. In this lesson we will learn how to create a FORM that uses your newly created table as the DATA SOURCE. Create Access form There are a number of ways to create an Access form. One of the easiest ways is to use the ACCESS FORM WIZARD. 1. Select form wizard Open your database if it is not already open. Click the CREATE tab on the ACCESS RIBBON and then select MORE FORMS from the forms group. MSAccess2007 – www. neteffect. in 8 A drop down list of form types appears. You need to select FORM WIZARD from this list. 2. Select table and fields The Form wizard then opens as the pop up window below. On the first page of the form wizard we select which table we are going to use as the DATA SOURCE. Since there is only one table in this database so far, it should already be selected for us in the TABLES/QUERIES combo box. Underneath there is a list of the four fields in your table. You could select each field individually by highlighting the field name and clicking the single arrow . We can, however, select all four just by clicking the double arrow . Once they have been transfered into the right hand box they are selected. We can now click NEXT to go to page 2 of the form wizard. MSAccess2007 – www. neteffect. in 9 3. Form Layout This is where we choose the FORM LAYOUT. We are going to leave this on the default setting of COLUMNAR. Click NEXT again to move onto page three of the form wizard. MSAccess2007 – www. neteffect. in 10 4. Form Style Here we select a style that from the list box. Preview a style by clicking on its name. This step just determines how the form looks aesthetically. Once you have selected a style to your taste, click NEXT again. MSAccess2007 – www. neteffect. in 11 5. Form Title This is the last stage of the wizard. Here we are going to choose the name for our form – lets say FORM1. We are going to leave the radio button selected for OPEN THE FORM TO ENTER OR VIEW INFORMATION All we need to do now is click FINISH and our form should like something like this: 6. Navigate Records via Access Form As you can see, the form opens with the first record in your original table displayed. You can navigate through each record using the NAVIGATION BUTTON at the bottom left of the form window. MSAccess2007 – www. neteffect. in 12 To move to the next record click the right arrow button on the navigation control. To move to the last record click the | button on the navigation control. To move backwards through the recordset use the left arrow buttons. You could edit any record from the form, which will update the data in your table. For now, though, just try navigating through the three records without changing any data. 7. Create New Record via Access Form Now that you know how to move through the recordset, lets finish off by adding two more records. To do this click the star button on the right of the navigation control. This should bring up a blank record. Add JOE for firstname, BROWN for surname, and 39 for age. Click the star again to bring up a new blank record, and enter SUE MOORE 33. When you have finished click x on the form window to close. This tutorial lesson has shown you how to create an Access Form using the form wizard, and how to navigate and add records using Access Forms. There are a number of other ways to create and modify forms, but this is as far as we are going to go in this particular lesson. The next lesson in the tutorial is going to be Access 2007 queries. Access 2007 Query Access Queries Process Data If you have been following the previous lessons in this tutorial, you will have created a table with five records. In this lesson we are going to create an Access 2007 QUERY, which will process the data below which you have entered into your table. ID Number 1 2 3 4 5 FirstName John Tracey Anne Joe Sue Surname Jones Smith McNeil Brown Moore Age 35 25 30 39 33 What we want Access to do is extract all the records in the above table where the persons age is greater than or equal to 35. Access Queries can do far more than this, of course, but this simple task should serve as a useful learning exercise. Open the Query Design Grid The first stage is to select the CREATE TAB and then go to the OTHER group on the far right of the ribbon. Then click on the QUERY DESIGN ICON to bring up the query design grid. MSAccess2007 – www. neteffect. in 13 Select Table for Query The next stage is to select which table you are going to use in this query. When the query design grid opened, the SHOW TABLE pop up window should also have opened. If necessary you can open this window manually by clicking the SHOW TABLE icon in the QUERY SET UP group on the Access Ribbon. So far there is only one table in your database – TABLE1. This should be highlighted when the window opens, but if not, just click on it once. Next click ADD. When you close the pop-up window by clicking x,you should see a box labelled TABLE1 above the query design grid. Select fields from Table In the table1 box, you will see a list of its field names. We are going to use all the fields in this query, so select each one individually by double clicking on their names. You will now see the field names at the top of each column in the Query Design Grid. MSAccess2007 – www. neteffect. in 14 Enter query criteria As you may remember, the purpose of our query is to extract records where the persons name is greater than or equal to 35. To do this we enter the criteria into the appropriate cell of the query design grid. In this case you need to go to the AGE column of the CRITERIA row, and enter the formula =35. Save and Run Query Click the save icon above the Access Ribbon. When prompted for the query name, just use the default QUERY1. To run your query, click the RUN icon in the RESULTS GROUP of the Access Ribbon. You should now be presented with a datasheet displaying your query results – JOHN JONES 35 and JOE BROWN 39. You have now created and run your first query. The next lesson in the tutorial is about Access 2007 Reports. MSAccess2007 – www. neteffect. in 15 Access 2007 Reports Access Reports Present Data Access REPORTS are a way of displaying and printing information from your database. Developers often use Reports to display the results of a Query, which is what we are going to do next. Like other Access database objects, there a number of ways to create an Access REPORT. We are going use the REPORT WIZARD. Our task is to display the results of QUERY1 which we created in the previous tutorial lesson. 1. Open Report Wizard Begin by selecting the CREATE TAB on the Access Ribbon. Then click REPORT WIZARD from the REPORTS group to open the pop up window. 2. Select Report Data Source and Fields The first page of the Report Wizard is almost identical to that of the Form Wizard. On this page we will select QUERY1 as the DATA SOURCE for the Report. This is done by selecting the query from the list in the TABLES/QUERIES combo box. Then select all fields from QUERY1 by clicking the double arrow to the right of the text box labelled AVAILABLE FIELDS. The field names will now appear in the SELECTED FIELDS text box on the right. Click next to go to the second page of the wizard. MSAccess2007 – www. neteffect. in 16 3. Report Grouping Levels Page two of the wizard is where you can add grouping levels if required. So we could, for example, group each person in our report with others of the same age. We dont need to do this for this particular example, but it is certainly a useful feature that we might want to learn more about later. But for now, just click next. 4. Record Sort Order Page three of the wizard is where you determine what order the records are displayed in your report. So for example you might want to display records in ascending order of age. For this example, however, we are going to put your records into alphabetical order for SURNAME and FIRSTNAME. Begin by clicking the top drop down box and selecting SURNAME, and in the box 2 below select FIRSTNAME. This means that records are sorted alphabetically by surname, and if two surnames are the same, the FIRSTNAME is used to determine which record comes first etc. Click Next MSAccess2007 – www. neteffect. in 17 5. Report Lay Out This page of the Wizard is where you set the lay out for your report. There are various lay out options, but in our case we shall keep to the default setting of TABULAR. Click next. 6. Style For style, select Access 2007 from the list and click next. MSAccess2007 – www. neteffect. in 18 7. Name of Report Name your report REPORT1 and then click FINISH. Your access report will now be displayed on the screen, and should look something like this: MSAccess2007 – www. neteffect. in How to cite Ms Access, Papers