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1. field from the Tree Species Description box so that it also appears in the grid g Click run The query datasheet lists all specimens with their endemic status You can use the criteria row in the same way as for other queries For example if you are only interested in Mtai you could type MT in the criteria row of the FR Code field Similarly if you only wanted Near Endemic trees you could type N as the criteria in the endemic status field If you are interested in endemic species be aware that endemics are divided into three categories endemic to the East Usambaras E EU endemic to the West Usambaras E WU and endemic to both E EU amp WU The syntax must be exactly the same in the query as it is in the table Alternatively you can use the Like command By typing Like E in the endemic status field of the QBE grid Access will return all records which include E 23 East Usambara Biodiversity Database A User s Manual 5 Database Management 5 1 Security 5 1 1 Setting a password A password can be used to restrict access to the database in order to avoid unauthorised changes to the data It is a simple way to improve the security of your database In order to set a password for the biodiv database proceed as follows a With all databases closed select Open database in the file menu b Select the biodiv folder in c With the list of databases held in biodiv visible click on the box marked exclusive ben2. The window lists all the tables that constitute the biodiv database This is known as the database window See Section 2 2 to open the table of your choice 2 1 11 Alternative ways of opening the database There are various other ways of opening the database The quickest way is to double click on the tree icon labelled Biodiversity Database in the desktop window Alternatively once you are in Access you can go to Open Database in the file menu and select c biodiv biodiv and click Open 2 1 ii1 The biodiv and biodata databases The EUBD consists of two linked databases called biodiv and biodata The contents of these two databases are described in detail in the Appendix In brief however the database is designed so that a user can access all tables in both databases through the biodiv database Biodiv should be the database with which you work Changes made in one database are automatically made in the other 2 2 Introducing tables The biodiversity information is stored in various tables Each table contains related information about e g reptiles amphibians mammals etc With the tables tab selected in the database window you can open any table either by double clicking on it or by selecting it and clicking on open For example let s have a look at the amphibians table a In the database window select AMPHIBIANS from the list of tables and click the Open button to the right of the dialogue box Access now
3. collected on 13 3 98 by Raymond Kilenga from plot 1 in Amani you would follow the following steps East Usambara Biodiversity Database A User s Manual a With the amphibians table open choose New Record from the Insert menu Access takes you to a blank record at the end of the table b In the FR Code field type AN c Then enter these field values for this record FR Code Plot Id KMH Collector Date Date Date Taxon Genus Species No Day month year Id AN 1 2000 RK 13 3 1998 FROG Leptopelis uluguruensis KMH No refers to the unique identification number allocated to all vertebrate specimens This number is allocated in the field and is marked on the record sheets We ll leave the other fields blank for now d Put the insertion mark down into the next record Your record is automatically saved by Access Remember to delete these test entries 2 5 11 2 5 Editing records 2 5 1 Editing field values If you make a mistake while entering a field value you can use the Backspace key to delete the error and then retype the value If you discover a mistake later you can click an insertion point in the offending field and use normal editing techniques You can also use one or two editing tricks as you enter values If two consecutive records have the same field values a If necessary click the New Record button on the toolbar to move to the empty record at the end of
4. then press enter g Now fill in the remaining fields as follows Determiner J C Poynton Det Year 1997 Altitude 150 h In the topography section select the grey box next to gentle lower slope A tick mark appears Continue according to the data that you wish to enter i When you have finished go back and check your form for any data that you might have missed or that you have entered incorrectly This is a very important part of data entry and should be done for all forms Although the forms for each taxon are designed slightly differently the procedure for data entry is basically the same Have a look through some of the other forms to get a feel for how they are laid out All changes made in forms are automatically made in the tables and vice versa Before entering a set of data you should always check that the data is not already on the database To do this for e g the vegetation plots a Go to the database window and open the table Trees gt 10 cm dbh b Run a filter by form entering the FR Code and Plot number as the filtering criteria see 2 6 11 c If nothing appears when you run the filter then you can proceed with the data entry by returning to the EUCFP start up form and selecting the data entry option etc Alternatively you can use the form filter tool 3 5 ii1 3 4 Using the find tool in forms Using the find command is the simplest way to find specific information that you know is in a database and the
5. any of the criteria this Or that Let s look at a few examples 4 5 1 The And Operator Where And is used in a query all criteria joined by And must be met Suppose you want only the Newtonia buchananii trees with a dbh between 15 cm and 25 cm You cannot simply state gt 15 as the dbh criteria Instead you must construct a range by using the And operator Follow these steps a Open a new query in design view and select all fields from the Trees gt 10 cm dbh You can do this by double clicking on the Title bar of the Trees gt 10 cm dbh box This selects all the fields You can then pick the fields up by left clicking within the selected area and keeping your finger down drag the fields to the QBE grid and drop them into the first column b In the Criteria row of the dbh type gt 5 And lt 25 In the Genus criteria row type Newtonia and for species buchananii c Run the query The query shows only the Newtonia buchananii with dbh between 15 and 25 cm dbh 4 5 11 The Or Operator As you have seen when you enter criteria in different columns but the same row of the QBE grid Access assumes that you want to extract records that meet all the criteria in all the fields Now suppose you have a researcher who wants to see a list of trees that are either Cola usambarensis or Cola clavata Follow these steps a Start a new query in Design view selecting all the fields from the trees gt 10 cm dbh table see 4
6. copy of the database to Dar es Salaam 5 3 Viruses Viruses can wipe out your database Run the virus checker regularly remembering to select the all files scan option Get into the habit of running the virus checker first thing every morning Anyone putting a zip disk or floppy disk into the computer must clean the diskette first Viruses are frequently transferred in e mail attachments If you are surprised at receiving an attachment from a sender do not open it but check with the sender whether it is genuinely from them Do not open attachments on the library computer Ideally it is best not to run the Internet from a computer holding the master copy of important databases Make regular back ups of the database 5 4 Quality control 5 4 1 Avoiding errors in data entry The quality of the database depends on the quality of the data entered It is essential that people entering data check their work carefully and that the managers of the database also check the data at regular intervals a When you finish entering the data from a form always go back and check that each section has been entered correctly In the case of the vegetation data take particular care that the dbh values correspond with the genus and species b Always use the default spelling of taxonomic names available from the drop down lists in the forms 5 4 11 Checking data quality At regular intervals check the tables There are three key things to look out fo
7. number gt 1 in the genus field Make a note of any plots with duplicate entries e If there are duplicate entries return to the trees gt 10 cm dbh table and run a filter by form to select the offending plots Now check the original forms and correct the data accordingly See 2 5 11 on deleting records 5 4 1v Incomplete entries For some records data may not have been entered in all fields The quickest way to check for this is to sort each field in ascending order Any blank entries will be listed at the top of the table 5 4 v Incorrect entries This is the most difficult type of error to identify To avoid incorrect entries it is essential to check data carefully at the time of entry Spelling mistakes in the trees gt 10 cm dbh table can be checked in the following way a Set up a query in design view based on the table trees gt 10 cm dbh b Select the genus species and Spcmn no fields c Add in a total row by clicking on the totals button on the tool bar Keep the default group by option in the Genus and species column d In the Spcmn No field select count from the totals row drop down menu e Click on the run the red button f Sort the results in ascending order by genus and species 26 East Usambara Biodiversity Database A User s Manual g Read down through the taxonomic names to check whether there are any similar entries that could be alternative spellings of the same name If you do find spelling mist
8. one or more fields For example if you wanted to define the width of the colour note fields in the AMPHIBIANS table follow these steps a Scroll the table until the Colour note fields are visible Move the pointer to the first colour note field name and when the pointer changes to a downward pointing arrow click to select that field in all records Then move the pointer to the next Colour note field name hold down the Shift key and click to add the other Colour note fields East Usambara Biodiversity Database A User s Manual a Choose Column Width from the Format menu to display the dialogue box b Type 30 as the Column Width and press Enter to change the widths of all four fields at the same time These are temporary cosmetic changes to the layout of the table and do not affect the underlying data You can make a field so narrow that you can no longer read all the data This does not affect the data itself only the way that it appears on the screen 2 7 111 Moving fields You can change the field order by selecting a column and dragging it to a new position For example in the amphibians table if you want to look up the identification of a particular specimen it might be useful to see the KMH No field next to the Genus field Follow these steps to move the KMH No field a Click the KMH No field name once to select the entire column The field name is the box at the top of the column in which the column title is written b When t
9. reptile data output form Go to Filter in the Records menu From the sub menu select Filter by Form Access displays a blank form into which you can enter the criteria by which you wish to filter the data In the Genus field type Dendroaspis and in the species field type angusticeps Click the Apply Filter button a symbol of a funnel Access displays all records of Dendroaspis angusticeps green mamba The record indicator shows how many records meet these criteria Use the record indicator at the bottom of the page to go through the records Printing forms Printing selected records There may be times when you want to be able to refer to a form away from your computer In this case it is useful to print records Follow these steps to print a particular record a b c d e 3 6 11 Place the cursor in the record that you would like to print Select Print Preview from the file menu Check that the data is laid out correctly If you are not satisfied see 3 6 iii When you are happy with the layout of the form close the print preview and go to Print on the file menu In the print range section of the dialogue box select print selected record to ensure that it prints only the record that you are working with Printing blank forms Sometimes you may want to print blank forms for use in the field Blank forms are held in the biodivf database For example if you wanted to print a new veget
10. that you want to make a query involving a calculation you need to click the Totals X button on the toolbar This changes the QBE grid and Access now displays a Total row below the Table row Now you need to define how you want the data to be grouped and what calculations you want to be performed You will notice that the default value for all fields in the totals row is group by In this case we want to count how many trees have been recorded for each species We make the assumption that each tree that has been recorded has a specimen number Each specimen number therefore represents one tree Click the Total row in the Spcmn No column and then click the arrow button to display a drop down list of calculation options From the drop down list select Count The word Count replaces Group By in the Total row Access will now group the data first by genus and then by species and will then count the specimen numbers occurring in each grouping i e species Click on the run button Access provides a list of the species with the number of times that they have been recorded You can sort this to find out the most common tree species 22 East Usambara Biodiversity Database A User s Manual If you wanted to find out the number of species for a single reserve e g Mtai do the following a In the existing query go to design view Add FR Code to the QBE grid b In the criteria row of the FR Code field type MT to tell the database only to l
11. the button at the right of the menu bar The Office assistant appears with options relating to the tasks you recently completed If none of the options is helpful you can type a question in the Search box and click the Search button to have the Office Assistant look up matching topics East Usambara Biodiversity Database A User s Manual 2 Tables 2 1 Opening the database 2 1 1 A step by step guide to opening the database Follow these steps to open the East Usambara Biodiversity Database a From the Windows desktop go to the start menu Click once and drag the mouse up to Programmes b In programmes double click on Microsoft Access it has a key icon c Access opens and asks whether you want to open an existing database d Select c biodiv biodiv from the list of databases in the dialogue box If biodiv biodiv is not listed see 2 1 11 e You are now presented with the green start up form that asks whether you want to open a data entry form or open a data output form f If either of these options is what you want then click on the relevant button If you wish to access the data in table format then go to the list of menus close to the top of the screen and click on the Window menu g At the bottom of this Window menu it lists all the items that are currently open At the moment there should be a choice between a Biodiv database b EUCFP START UP FORM form h Select Biodiv database
12. used as the basis for the click lists on the forms Millipedes table C Biodiv Biodata Millipede species records from the EUBS This table is linked to the MILLIPEDES table by the FR Code and Plot ID MOLLUSCS C Biodiv Biodata Locality habitat and total number of specimens information from EUBS records Molluscs table C Biodiv Biodata Mollusc species records from the EUBS This table is linked to the MOLLUSCS table by the FR Code and Plot ID REGENERATION PLOT C Biodiv Biodata Locality and habitat data for the regeneration plots This table is linked to trees lt 10 cm dbh Reptile species ecological and range C Biodiv Biodiv The endemic status habitat association IUCN listing and CITES category of many Usambara descriptions reptile species This table can be used in multi table queries to extract records on e g the distribution of endemic reptiles REPTILES C Biodiv Biodata Reptile records from the EUBS Reptile species C Biodiv Biodiv A list of most reptile species likely to be recorded in the EU This list is used as the basis for the click lists on the forms Tree species range and habitat descriptions C Biodiv Biodiv The endemic status habitat association and ecological type of many Usambara tree species This table can be used in multi table queries to extract records on e g the distribution of endemic trees trees lt 1
13. with no KMH number from the AMPHIBIANS table she he could use the Null operator For example a Start a new query this time select the Amphibians table Add the KMH No Genus and species fields to the QBE Grid b In the criteria row of the Genus field type Zs Null In the species column go to the or row and also type Js Null c Run the query The Datasheet shows all records for which there is either no genus or no species 4 6 Sorting with Queries A basic feature of databases is the ability to sort data so that you can look at it in different ways We looked at using the Sort Ascending and Sort Descending buttons in tables However to sort on more than one column using this method you have to rearrange the columns Using a query you can sort the table based on any criteria For example suppose you want to list the trees alphabetically by Forest Reserve and then by genus and species a Start a new query using the trees gt 10 cm dbh table Add FR Code Genus and Species to the QBE grid b Click the sort row of the FR Code column click the arrow button and select Ascending c Repeat Step b for the Genus and species field names d Run the query If you want to use more than one field to sort the data e g genus and then species you need to make sure that you place the fields in the QBE grid in the correct order Access will work from left to right i e it will sort all the data first by the field that is furthest left in th
14. 0 cm dbh C Biodiv Biodata Plant species records from the regeneration plots trees gt 10 cm dbh C Biodiv Biodata Tree species records from the vegetation plots TREES of the East Usambaras C Biodiv Biodiv A list of Usambara trees with families and authors TREES Species C Biodiv Biodiv A list of many tree species likely to be recorded in the EU This list is used as the basis for the click lists on the forms TREES Species C Biodiv Biodiv Trees listed by Rodgers and Homewood in their Rodgers amp 1989 paper on endemism in the East Usmabaras Homewood Vegetation Plot C Biodiv Biodata Locality and habitat data for vegetation plots 29 East Usambara Biodiversity Database A User s Manual Index Average 22 Biodata 6 24 Count 22 Database window 6 Design view form design 17 query design 18 table design 11 Duplicate entries 25 East Usambara Biodiversity Surveys 3 Excel 4 9 Field names 6 Field value 7 Fields 6 moving fields 11 sizing fields 10 Filters 9 16 auto filters 9 filter by form 9 16 removing filters 9 Find and replace tool 8 15 Forest reserve codes 3 Forest Reserve maps 4 Forms 4 14 Incomplete entries 26 Incorrect entries 26 Logical operators 20 and 20 not 21 null 21 30 or 20 Mathematical operators 20 Microsoft Access 3 4 Office assistant 5 Opening the database 6 Orientation Programme 3 Passwo
15. 5 1 for details of how to do this b In the Criteria row of the genus field type Cola c In the Criteria row of the species field type usambarensis Or clavata d Run the query Now the datasheet shows all Cola clavata and Cola usambarensis trees It is important to be clear of the difference between the Or and the And operators Although intuitively you have asked for both the Cola usambarensis and the Cola clavata records you must remember that you are describing the criteria for the database to search by and not a list of the records that you are interested in In this example if you had entered And instead of Or no records would be returned as there are no Cola trees which would meet the criteria of being called both usambarensis And clavata 20 East Usambara Biodiversity Database A User s Manual 4 5 111 The Not Operators You use the Not operator to identify the records that do not meet a specified criterion For example you can tell Access to identify all the small mammals that are not rodents a Start a new query this time select the MAMMALS table Add the KMH No Taxon Id Genus and species to the QBE Grid b In the criteria row of the Taxon Id field type Not rodent c Run the query The Datasheet shows only those mammals that are not listed as rodents 4 5 1v The Null Operator You use the Null operator to identify records that have no value in a specific field If the database manager wanted a list of records
16. 999 you could use the criteria gt 01 07 99 And lt 31 07 99 This rule only refers to those date fields where the format is dd mm yy In most cases in the East Usambara Biodiversity Database each component of the data is entered in a separate field in which case it can be treated in the same way as a normal number 4 3 11 Deleting queries East Usambara Biodiversity Database A User s Manual If you do not wish to keep a query either do not chose to save it when you close or you can delete it from the database window To delete it simply select the query in the database window and press delete Access will prompt you Do you want to delete the query Click Yes and Access will delete the query 4 4 Using Mathematical Operators Access allows you to use mathematical operators in criteria including equal to lt less than gt greater than lt less than or equal to and gt greater than or equal to These operators can be used for such tasks as identifying trees within a certain dbh range as in the example of the Cephalosphaera usambarensis 4 5 Using Logical Operators As you saw from the Cephalosphaera usambarensis example you can narrow down the focus of a query by specifying criteria in more than one field of the QBE grid Sometimes you might want to extract records that meet all of the specified criteria in all the fields this And that and sometimes you might want to extract records that meet
17. BIANS from the Tables Queries list to specify which table should be used in the query e You now need to select the fields that you wish to use in your query For this example click KMH No in the Available Fields list and then click the gt button to move it to the Selected Fields box Repeat this step for Genus Species and Subspecies and click Next f In the next dialogue box leave the Detail option selected and click Next g Assign Amphibian KMH No as the query s title and with the Open The Query To View Information option checked click Finish Access runs the query and displays the results of the query h Click the Close button to close the Query button The Queries list in the Database window now includes KMH List as an existing query Any time you want a list of amphibian KMH s and their identifications you can click the Queries icon on the objects bar select this query and click Open Access will run the query again and display a new datasheet of results If you have made changes to the AMPHIBIANS table these changes will be reflected in the new query datasheet 4 3 Using criteria in select queries 4 3 1 Using the query design view The simple query wizard is most appropriate for queries that select entire fields from a table Access can also select fields from specific records only using the query design view For example suppose a researcher wants to know where all the Cephalosphaera usambarensis with a dbh gt 40 cm ar
18. Find button makes things even simpler The command is available in both the tables and forms If for example you want to find the form for the reptile 14355 follow these steps a Open the reptile data output forms b Click the mouse in the KMH number box of any record c Select find from the Edit menu or click the Find Record button at the top of the form d Tick the box marked search only current field The title bar of the new dialogue menu should read Find in field KMH No e Type 14355 in the Find What edit box Click on the Find First button Access displays the form for the snake KMH 14355 3 5 Sorting and filtering forms 3 5 1 Sorting forms You can use the sort command to arrange your forms in descending or ascending alphabetical or numerical order For example if we wanted to sort the amphibian forms by KMH number a Click in the KMH edit box for any record b Go to the sort command in the records menu and from the sub menu select sort ascending Access sorts your forms into ascending order by KMH number East Usambara Biodiversity Database A User s Manual 3 5 11 Filtering forms When dealing with large tables such as those in the Biodiversity Database you can temporarily focus on a subset of records that have something in common by using filters For example if you wanted to focus on all green mamba records you would follow these steps to apply a filter a b c d e 3 6 3 6 i Open a
19. PLOT ID and SPCMN NO Then scroll the Trees gt 10 cm dbh box and transfer dbh Genus and Species j Now we need to specify that we only want trees from the genus Cephalosphaera with dbh gt 40 cm k Click the Criteria row of the dbh column and type gt 40 In the criteria row of the Genus column type Cephalosphaera and in the species column usambarensis 1 Click the run button the red exclamation mark You now have a list of all the Cephalosphaera usambarensis trees with a dbh gt 40 cm dbh If you change a record in the query datasheet Access automatically changes the record in the table When you type in text to be used as the criteria for a query access automatically places quotation marks around the text If you decide to change your criteria you must make sure that the quotation marks are used correctly Quotation marks should surround the text that you are using as criteria but should not surround the logical or mathematical operators e g Cola or Diospyros If you do not use the quotation marks correctly an error message stating that The expression you have entered has an invalid string will be returned The simplest way to resolve problems with quotation marks is to remove them entirely each time you change your select query 4 3 11 Specifying dates in queries If you want to use a date in a query you need to surround the date with pound signs For example if you wanted to select all records from July 1
20. Security option in the Tools menu select Unset Database Password d You will be prompted to enter the current password Enter the current password and click OK a You now need to set a new password by following the steps described in 5 1 1 When you put the EUBD onto the computer in the computer room remember to unset the password as this version should not be password protected 5 2 Backing up the database The computer in the library holds the master copy of the EUBD It is essential that backups be made regularly so that work is well protected Backups protect you from losing all your work in case something happens to the master copy of the database For example a virus could wipe all the files from your computer the hard drive on your computer could fail someone could 24 East Usambara Biodiversity Database A User s Manual inadvertently delete the database the computer could be stolen or damaged by fire All of these things happen and so it is essential to make back ups Back up copies should be held 1 On zip disk while data is being entered the database should be saved onto a zip disk at the end of each day ii In the computer room this should be updated at least once per month iii In the CTA s office this should be updated at least once per month iv At the University of Dar es Salaam this should be updated at least once every six months Arrange with the Frontier staff to bring a zip disk so that they can take a
21. Technical Paper 44 The East Usambara Biodiversity Database A User s Manual Nike Doggart 2000 East Usambara Biodiversity Database A User s Manual Table of Contents 1 Viewing data using ntering data using APPENDIX A BREAKDOWN OF THE CONTENTS OF THE DATABASE TABLES East Usambara Biodiversity Database A User s Manual 1 Introduction 1 1 Using this manual This user s manual aims to make it easier to use the East Usambara Biodiversity Database by providing brief explanations of the key concepts and tools that have been used to construct the database The manual can be used by first time users and by those already familiar with the database For first time users there is also an orientation guide available from the East Usambara Conservation Area Management Programme EUCAMP If your aim is to extract data for research or management purposes without having to understand all the intricacies of the database then the Orientation Programme is probably the best place to begin The manual begins by looking at the three most commonly used objects in a database tables forms and queries It then considers issues relating to the management of the database Finally the appendix gives a breakdown of the contents of the database s tables 1 2 Background to the database 1 2 1 Microsoft Access The programme used by the database is Microsoft Access This is a powerful database programme that allows you to manipulate dat
22. a in many different ways Doctoral theses have been written on how to use Access This manual is limited to the information most pertinent to running and managing the East Usambara Biodiversity Database If you want to go further there are various books available within EUCAMP that describe in more detail how Access functions Access also provides a help facility Section 1 5 1 2 11 The East Usambara Biodiversity Surveys The East Usambara Biodiversity Database EUBD stores the data collected by the East Usambara Biodiversity Surveys Since 1994 Frontier Tanzania has been surveying biodiversity in the Forest Reserves of the East Usambara Mountains By March 2000 12 Forest Reserves and Amani Nature Reserve had been surveyed The database holds the data from all components of these surveys including vegetation mammals reptiles amphibians butterflies molluscs millipedes and disturbance from human activities The East Usambara Biodiversity Surveys Methods Manual describes the systematic methods used by the surveys For those not familiar with the surveys the methods manual is a useful complement to this manual 1 2 11 Forest reserve codes All data are geographically referenced so that they can be traced back to the sample plot and Forest Reserve in which they were collected The names of the forest reserves are coded The codes for the forest reserves are FOREST RESERVE CODE FOREST RESERVE aay ane FOREST RESERVE AN Amani Nature Re
23. akes you can either change them in the query or you can return to the table and change them there If you find numerous spelling mistakes in a particular plot go back and check all the data for that plot as a few spelling mistakes may indicate that the plot was not carefully checked at the time that it was entered As additional species are recorded by the biodiversity surveys you should add these to the drop down lists used in the data entry forms to minimise spelling mistakes You can do this by typing in the additional species to the table used for the drop down list e g to add a tree species go to the TREES species table To find out which table to use for the drop down lists for other taxa see Appendix 1 Numerical records can be scanned for anomalously high or low values by sorting the data and checking the highest and lowest values to see whether these are realistic For the vertebrates you can also check the length data against the weight for example a snake 1m long is going to weigh more than 10 g 27 East Usambara Biodiversity Database A User s Manual Appendix 1 A breakdown of the contents of the database tables Table Location Description Amphibian species range and habitat C Biodiv Biodiv The endemic status habitat association IUCN listing and CITES category of many Usambara description amphibians This table can be used in multi table queries to extract records on e g the distribution of endem
24. amphibians table by KMH No a Click anywhere in the KMH No column and then click the sort ascending button AZJ on the toolbar to sort starting with the lowest number Click the sort descending button ZA to sort starting with the highest number All records are now sorted in order of KMH No Unlike Excel Access automatically treats everything in a row as a single record Sorting records does not change the data only the order in which it is displayed 2 6 11 Auto filters You can temporarily focus on a subset of records that have something in common by using filters For example you might only want to look at amphibian records from Kwamgumi To do so follow these steps a In the FR Code field of the AMPHIBIANS table double click on any field value listed as KW Kwamgumi Then click the filter by Selection button on the toolbar a symbol of a funnel with a lightening flash beside it Access displays only those specimens from Kwamgumi b Click the Remove Filter button a symbol of a funnel to redisplay all the records in the table You can also add a filter to a filter For example if you only wanted Bufo records from Kwamgumi you could add another filter to the filter described above a In the datasheet that was returned by running the KW filter within the amphibians table go to the genus field Here find a field value listed as Bufo b Double click in the Bufo field value and again click on the filter by selection button Access will
25. ara Biodiversity Database A User s Manual 3 6 iv Cancelling printing There might be a time when you want to cancel a print job once you have started it a If you want to cancel printing during a print job select the printer icon in the bottom right hand corner of your screen This displays a dialogue box b In the dialogue box select the document that you want to cancel printing In the document menu of this dialogue box select cancel printing Access informs you that it is cancelling the printing 3 7 Looking at form design If you wish to change the design of a form you can do this in the form design view Only the database managers should make changes to the design of the forms Before making such changes always make a back up of the database As mentioned earlier each field has a label and a control 3 2 The controls are usually to the right of the labels If you want to view the properties associated with a particular control a Click on the control with the right hand button of your mouse b From the shortcut menu that appears click on properties with the left hand button of your mouse c In the text box select the all tab to view all the properties of your selected control These can be edited Some forms are made up of a main form with one or more subforms e g the disturbance and vegetation forms The design of the subforms must be view separately from the main form For more information on changing the form
26. at of a form please refer to an Access manual East Usambara Biodiversity Database A User s Manual 4 Queries 4 1 Introducing queries Queries are the most flexible way to search a database Access provides two types of queries select queries can find and extract information from a database and action queries can update or delete records 4 2 Select queries Here are some examples of some select queries e The University of Dar es Salaam might want a list of all amphibians KMH numbers and their identifications e A researcher might want a list of all the plots in which Cola usambarensis is found e A forester might want a list of all the Cephalosphaera usambarensis trees with a dbh greater than 40 cm e The database manager might want a list of all the amphibian records with no genus and species entered Access answers a select query by identifying the subset of records and fields that meet the query s criteria and placing the subset in a temporary table called a query datasheet If for example you wanted a list of amphibian KMH numbers and their identifications you would do as follows a Go to the database window of c biodiv biodiv see section 2 1 for an explanation b When the list of tables appears go to the Insert menu and select query c Access offers you five different options as to how to run your query Select Simple Query Wizard and then click OK Access displays a new dialogue box d Select Table AMPHI
27. ation plot form a b c d e 3 6 iii Open the biodivf database from the file menu In the database window go to the forms tab and select the Vegetation Plot 1 form Access opens a blank vegetation form Before you print you will want to check the layout of the table so that you print in the most efficient way Otherwise you may find a form spreading across several pages Use the page indicator in the bottom left corner of the Print Preview window to check that all the information that you want is on a single page Once you are happy with the print layout go to the File menu and select print In the Print dialogue box select which pages you want to print and how many copies you need Press OK Changing page setup If a form does not fit on a single page you can adjust the layout of the page in a variety of ways For example a b c Choose Page Setup from the File menu The dialogue box which appears allows you to adjust the setting on the Margins tab to manipulate the position of the data and how much will print on one page Still in Page Setup check that Portrait is selected in the Page tab If you were printing something with many fields running horizontally you might want to print in landscape view You should now be ready to print Close the Page Setup and Print Preview and select print from the file menu Here you can select which pages you want to print and how many copies East Usamb
28. cularly useful for data entry 1 4 Moving data to other Office programmes There are times when you may want to view or manipulate information from the database using other Office programmes Access provides a facility whereby you can move data directly to Excel or Word You can either move all data from a table filter or query or you can move only a subset of the data a To move the results of a query Section 3 to Excel Go to the datasheet view of the query results b In the tools menu select Analyse it with MS Excel in the Office Links sub menu c Access automatically sends the data to a new Excel file If you only wish to send a subset of a query or table simply select the field values that you want to transfer and then send it to excel using the Office Links sub menu described above Access will automatically send the selected area only If you wish to send the data to a new word file select the option publish it with MS Word Alternatively you can insert it as a table in an existing Word file by using the Merge It with MS Word NB Ifyou try to move all the data from one of the larger tables e g trees gt 10 cm dbh you may run into difficulties as neither word nor excel are designed to cope with such a large amount of data East Usambara Biodiversity Database A User s Manual 1 5 Using the Office assistant If you get stuck or want to find out more information about the database help is at hand Click on
29. d a reminder of how to do that look back to Section 2 2 b A green screen appears with three selectable buttons Close database Open a data entry form or Open a data output form Select Open a data output form c You are now presented with a choice of the different forms available If for example you were interested in the amphibian data you would click on Open Amphibians If you are already in the database window go to the Window menu and select EUCFP start up form form from the list of windows currently open Now return to b A completed form now opens You can use the scroll bars to move around the form For each field the form displays a control where you will enter information Each control is accompanied by a box called a label that contains the field s name e g F R Code Plot Id KMH No etc In the top section of the form there is information on the locality identity and collection of the specimen In the second section of the form are the habitat details and in the final section the biometrics and colour of the specimen are recorded Notice that for some entries such as KMH number FR code and collector the data has been typed in In other cases such as for the genus and species there are drop down lists available and in other cases such as for the habitat details a box can be ticked beside the relevant option You can move between forms either by clicking on the Next Record or Prev
30. displays all amphibian records Tables consist of items of information arranged in columns called fields which have headings called field names which describe the type of information in each column In this case FR Code Plot id KMH number etc East Usambara Biodiversity Database A User s Manual Each item of information is a field value and each row of items is a record Each record contains all the information on in this case a particular specimen 2 3 Moving around tables You can move around the table using a variety of different tools 2 3 1 Scrolling Access like most Windows programmes automatically adds scroll bars along the bottom and right sides of the window You can click the scroll arrows to move to the left or right one field at a time or up and down one record at a time Within the scroll bar click on either side of the scroll box to move one windowful of records at a time 2 3 11 Record indicator As well as using the scroll bars you can click the buttons on either side of the record indicator at the bottom left of the window to move among records The Previous Record and Next Record buttons the left and right arrow heads move you through the table one record at a time and the First Record and Last Record buttons the arrow heads pointing to a solid line move you to the first and last record in the table The New Record button the arrowhead pointing to an asterisk moves you to the first field of the empty rec
31. e datasheet view either by using the toggle button to the left of the tool bar or by selecting datasheet view from the view menu Be careful using this tool as you cannot undo it 4 8 Simple calculations Access provides a quick and easy way to perform calculations on field values in a query Using the Total row in the QBE grid you can find the average sum highest value lowest value standard deviations and the variance of the values Total row calculation options The following functions are available for use in the Total row Group by Groups similar field values Sum Totals the values Average Calculates the average of the values Min Finds the lowest value Max Finds the highest value Count Counts all values in a field except nulls St Dev Calculates the standard deviations of the values Var Calculates the variance of the values First Finds the first record containing the value Last Finds the last record containing the value Expression Allows an expression such as lt 15000 to be used as a criterion for a calculation e Where Allows criteria to be specified for a field that you aren t using in the query results Let s say for example that we want to know how many specimens of each species of tree we have recorded a b c d e Create a new query based on the trees gt 10 cm dbh and move the genus species and specimen number to the QBE grid In order to specify
32. e grid It will then move to the right for the next column by which to further sort the data and so on 4 7 Updating records with queries From time to time you may want to change a value in several records in a table For example you realise that there is a new synonym for a tree species for example we might want to change all Celtis wightii to their current name Celtis philippensis You could update each record in turn but an easier way is to use an update query Follow these steps a With trees gt 10 cm dbh in the Tables list of the Database window choose Query from the New object button s dropdown list This button is usually to the right hand side of the tools menu and has a drop down list arrow beside it b Click OK to open a new query based on the trees gt 10 cm dbh table in design view c Double click the genus and species fields to add to the QBE grid d Select Update Query from the Query Type button s dropdown list Access changes the select query to an update query by adding an Update To row to the QBE grid e Inthe Update To row of the species column type philippensis 21 East Usambara Biodiversity Database A User s Manual f In the Criteria row of the genus column type Celtis and in the Criteria row of the species g column type wightii Click run Access automatically changes all the Celtis wightii to Celtis philippensis In order to view the changes you need to toggle to th
33. e located East Usambara Biodiversity Database A User s Manual a In the database window click on the Queries tab b In the queries window click on the new button to the right of the list of queries c In the New Query dialogue box click on Design View d You are now presented with the Show Table dialogue box This box displays all the tables and queries in the database that can be used to run a query e You need to select the table that holds the data that you wish to look at f For the example described above you would select Trees gt 10 cm dbh and click Add g Click Close to remove the show table dialogue box Your query page is now divided into two parts In the top half of the window a Trees gt 10 cm dbh box lists the fields from the Trees gt 10 cm dbh table The at the top of the list represents all the fields Below is a table grid called the query by example QBE grid in which you can visually construct the query h In the Trees gt 10 cm dbh box double click the FR Code field to tell Access to include FR Code in the results of your query Access transfers the FR Code field to the first column of the QBE grid s Field row identifies the field s table in the Table row and displays a check mark in the box in the Show row to indicate that FR Code field values will appear in the query datasheet i Double click TRSCT NO to transfer it to the second column of the QBE grid Do the same for
34. eath the Advanced button on the right hand side of the dialogue box c Now select the biodiv database and click the Open button Access opens the biodiv database only i e without opening the linked database biodata which would normally open automatically on opening biodiv d With the biodiv database open select Set Database Password from the security option in the tools menu e Under password in the new dialogue box type in your chosen password Now type it in again under verify Click OK f Your database is now protected by a password You will need to enter this whenever you open biodiv Write the password down in a secure place If you forget this password you will no longer be able to access your database Remember that passwords are case sensitive It is best to have your password entirely in lower case If Access is denying entry check whether Caps Lock is selected To remove the password follow the same steps as described above except that under security in the tools menu you should select Unset Database Password In order to unset the password you need to know the existing password If you chose to unset the password you can either remove the password entirely or you can set a new password 5 1 ii Changing a password To change a password you need first to unset the existing password and then set a new one Follow these steps g Open the database with the exclusive option selected see 5 1 1 h In the
35. he KMH No field is selected point to the KMH No field name hold down the left mouse button and drag the field to the right As you move the field Access highlights the dividing lines between columns to indicate the new position of the KMH No field c When the dividing line to the left of the Genus field is highlighted release the mouse button The KMH No field is shown in its new position 2 8 Saving changes in tables 2 8 1 Saving changes to field values When editing or inputting data Access automatically saves the changes that you have made as soon as you move to another row Once you leave a row you cannot undo any changes However before moving to a new row you can press Esc once to undo a change to the current value or press Esc twice to undo all changes in the row 2 8 ii Saving changes to the table layout If you make changes to the layout of the table for example changing the width or order of the columns then you need to save these using the save command in the file menu If you try to close a table where you have made changes to the layout of the table Access will prompt you to save your changes 2 9 Looking at table design When the tables were designed the structure of each field was carefully defined There may be times when you need to understand how the fields in a table have been defined This is particularly useful if you run into any difficulties with data entry In order to see the structure of a table you need to acces
36. ic amphibians AMPHIBIANS C Biodiv Biodata Amphibian records from the EUBS Amphibians species C Biodiv Biodiv A list of most amphibians likely to be recorded in the EU This list is used as the basis for the click lists on the forms BATS Bat records from the EUBS Bat species C Biodiv Biodiv A list of most bats likely to be recorded in the EU This list is used as the basis for the click lists on the forms BIRDS C Biodiv Biodata Bird records from the EUBS Bird species C Biodiv Biodiv A list of most birds likely to be recorded in the EU This list is used as the basis for the click lists on the forms BUTTERFLIES C Biodiv Biodata Locality and habitat information arranged by trap for butterfly records made by the EUBS This does not include the species identifications There is a link based on the FR Code and Plot ID between this table and the Butterflies table see below Butterflies species C Biodiv Biodiv A list of most butterflies likely to be recorded in the EU This list is used as the basis for the click lists on the forms Butterflies table C Biodiv Biodata Butterfly species records from the EUBS This table is linked to the BUTTERFLIES table by the FR Code and Plot ID DISTURBANCE SURVEY C Biodiv Biodata A list of transects and Forest Reserves surveyed by EUBS This table is used to link the disturbance
37. ious Record buttons at the top of the form or you can use the record indicator at the bottom of the Access window 3 3 Entering data using forms Forms provide the most straightforward way of entering data Once you have opened a blank data entry form you can move between fields by using the tab button or by moving the insertion point with the mouse Below is an example of how to enter data to a form in this case for a tree frog from Semdoe a At the start up window click on Open a data entry form a Click Open Amphibians You are now presented with a blank form b In the control beside F R Code type SM Press tab or enter to take you to the Plot Id control c Fill in the top section as Plot Id 10 KMH 20001 Collector RK Day 6 Month 11 Year 1997 Taxon Id Frog d In the Genus control you will see that there is a black arrow in a grey square to the right of the control box Click on this A list of all the genera known from the East Usambaras appears This is a look up table and is designed to minimise spelling errors in the East Usambara Biodiversity Database A User s Manual database The look up table has its own scroll bar Scroll down to Leptopelis select it and press enter e In the species control there is another look up table available This time listing all the species of Leptopelis select flavomaculatus Press Enter f Press enter again to move from subspecies to capture method Type By Hand
38. ngs and select English United Kingdom Note this will change the regional settings for all documents If you have any financial databases it may also change the default currency In most of the forms the day month and year fields are separate These fields are formatted as Numbers Integers subject to validation rules For example the year value on all forms must be between 1990 and 2100 If necessary these validation rules can be changed by going into the design view of the table in question 2 11 Relationships between tables Some of the tables in the database are related This means that tables are automatically linked in queries forms and reports You can view the relationships that have been defined in the database a Close all tables b Click on the Relationships command from the Tools menu The relationships button has an icon of three datasheets joined by two black lines You will now see all the tables that are joined in a relationship For example the two tables BUTTERFLIES and Butterflies table are related In order for tables to be joined they need to have at least one field in common In the case of the butterflies they have the FR Code and Plot Id fields in common and these fields have been used to link the tables East Usambara Biodiversity Database A User s Manual 2 12 Linked tables In the database window you may notice that some tables appear with a black arrow to the left of them This arrow deno
39. nt to make the same change in more than one record Access provides a way to do this quickly and easily For example imagine that you have found that the tree genus Scorodophloeus East Usambara Biodiversity Database A User s Manual has been spelled as Scorodophleus in numerous records in the table trees gt 10 cm dbh rather than changing each record individually you can change all misspelled entries at once a Select any cell in the column whose values you want to change in this case the genus field select the cell in the first row if you want to start at the beginning of the table b Choose the Replace command from the Edit menu or press Ctrl H to see the replace data dialogue box c Type the value which you wish to replace i e Scorodophleus the incorrect spelling in the Find What text box and then type Scorodophloeus the correct spelling in the Replace With text box d Click the Find Next button to search for the next occurrence of the text you ve typed in the Find What text box e Click the Replace button to change data selectively or click the Replace All button to change all the entries that match the Find What text 2 6 Sorting and filtering records 2 6 1 Sorting records The database contains many records When working with such a large table you may want to sort the records on a particular field For example you may want the records to be listed by KMH No or by Forest Reserve Here s how to sort the records of the
40. ook at trees found in Mtai c Click on the run button Access provides you with a list of the abundance of species recorded in Mtai 4 9 Multi table queries At times you might want to run a query using information from more than one table For example you might want to extract information from the table describing the ranges habitat and ecological associations of the tree species to use with the plot data For example if you wanted to view the range of the trees listed in the table Trees gt 10 cm dbh you could do the following a Open a new query in design view Select the trees gt 10 cm dbh from the show table dialogue box Then select the Tree Species Description table also from the show table dialogue box b Close the show table box In the top half of the query page both tables are displayed c We now need to join the two tables In order to do this the tables must have at least one field that is the same In this case Genus and Species are fields in both tables d To join the genus fields select genus in the trees gt 10 cm dbh box Drag this over to the genus field in the Tree Species Description table and drop it e A line appears linking the genus fields in the two tables Repeat the procedure for the species fields f Now double click the FR Code Plot Id Genus and species fields from the Trees gt 10 cm dbh table so that they appear in the QBE grid Then double click the endemic status
41. ord after the last record 2 3 11 The mouse You can move the insertion point to a specific field value by clicking the desired location To select a field value click its left border the pointer will be shaped like a fat cross 2 3 1v The keyboard Using the keyboard is often the fastest way to move around a table A list of the keys you can use is listed below Use this key To move Tab Horizontally one field at a time Right and left arrows When a field is highlighted horizontally one field at a time otherwise moves the insertion point one character at a time Up and Down Arrows Vertically one field at a time Home To the start of the current field value End To the end of the current field value Ctrl Home To the start of the first record of the current table Ctrl End To the end of the last record of the current table Page Down Down one windowful of records Page up Up one windowful of records Ctrl Page Down To the right one windowful of fields Ctrl Page Up To the left one windowful of fields Table 2 Keys used to move around in a table 2 4 Entering data in a table In the biodiversity database you can enter and edit records either directly in the table or in a form The easiest way to enter data is on the forms however there may be times when you want to enter data directly into the tables If for example you wanted to enter a record of a tree frog Leptopelis uluguruensis
42. r 1 Duplicate entries 2 Incorrect entries 3 Incomplete entries 5 4 ii1 Duplicate entries The easiest way to check for duplicate entries in the vertebrate tables e g AMPHIBIANS is to check whether a KMH number has been entered more than once To do this you can count the number of times each KMH number has been entered You can then quickly sort the records in descending order to see whether Access has counted any KMH number more than once To do this follow these steps a In the Amphibians table check that the KMH number and FR Code are available for all entries The quickest way to do this is to sort the data in ascending order by KMH number Any blank KMH number entries will be listed first If there are blank entries that can be traced by looking at the original forms then this should be done 25 East Usambara Biodiversity Database A User s Manual b Using the FR Code field sort the data in ascending order Again if there are any blank entries try to trace these using the hard copies of the data c Close the Amphibians table d Open a new query in design view selecting the KMH Number and FR Code fields from the Amphibians table e Set up a totals query by clicking on the button on the tools bar Grouping the data by KMH number select count in the FR Code field and click the run the red button Access now counts how many entries have been made for each KMH number f Sort the results in descending orde
43. r by FR Code If a specimen has been entered on more than one occasion there will be a number gt 1 beside the relevant KMH number Make a note of any duplicate numbers g If there are duplicate KMH numbers return to the Amphibians table and run a filter by form entering the relevant KMH number as the filtering criterion see section 2 6 iii If necessary try to trace the data back to the original forms To check for duplicate entries in the trees gt 10 cm dbh tables you will apply the same principle as that used to check for duplicate entries in the vertebrates table However in the case of the trees you will be grouping the records by FR Code Plot Id and Spcmn No and counting the entries in the genus field a In order to run this check all specimens must have their FR Code Plot ID Spcmn No and genus listed In the trees gt 10 cm dbh table check that there are entries for all FR Code Plot ID Spcmn No and genus field values by sorting the data in ascending order by these fields see above b Open a query in design view selecting the FR Code Plot number Spcmn No and genus fields from the trees gt 10 cm dbh table c Set up a totals query by clicking on the button on the tools bar Grouping the data by FR Code Plot ID and Spemn No select count in the totals row of the genus field And click the run red button d Sort the results in descending order by genus If a tree has been entered more than once there will be a
44. rd 24 Printing forms 16 QBE grid 19 Queries 4 18 deleting queries 19 multi table queries 23 sorting in queries 21 update queries 21 Record 8 Record indicator 7 Saving changes in tables 11 Scrolling 7 Sorting records 9 Spelling mistakes 26 Start up form 6 Sum 22 Tables 4 6 Editing field values 8 Total row 22 Variance 22 Viruses 25 Windows sizing windows 10 Word 4
45. return all Bufo records collected in Kwamgumi 2 6 ii1 Filter by form If you wanted to select records that meet any of several criteria you could use the filter by form option that enables you to specify multiple criteria in any field For example if you wanted to view the amphibian records from Kwamgumi Mtai and Manga you could use the filter by form tool East Usambara Biodiversity Database A User s Manual The Filter by Form button is beside the filter by selection button and shows a funnel with a form beside it When you click the Filter By Form button on the Table Datasheet toolbar Access shows you a Filter By Form example that looks like your datasheet but contains no data If you have no filtering criteria previously defined Access shows you the Look For tab and one Or tab at the bottom of the window Move to each column in which you want to define criteria and either select a value from the drop down list or enter criteria In this case a Type KW in the FR Code field b Click the Or tab at the bottom of the Filter by Form window c Type in MT and click the Or tab again d Type in MN Manga e Click on the apply filter button Access returns all amphibian records from Kwamgumi Mtai and Manga Instead of using the Or tab you could also type or in yourself e g MN or KW or MT To return to the main table click the remove filter button on the tool bar 2 7 Changing the table layout 2 7 1 Sizing windows To
46. s the design view of the table To do this you open the table as normal and then use the view toggle button to switch to the design view of the table For example to view the reptile table in design view follow these steps a Open the REPTILES table b To the right of the tool bar there should be a button with a green triangle a ruler and a pencil This is the view toggle button that takes you between the design and datasheet views Click on this button c A warning box will appear stating that REPTILES is a linked table with some properties that can t be modified Click yes to proceed d Your table is now open in design view If you want to move back to the datasheet view you simply click on the view toggle button again Alternatively in the view menu you can select datasheet view East Usambara Biodiversity Database A User s Manual In design view the upper part of the Table window displays columns in which the field names the data type and a description of each field are listed In the lower left area of the Table window the properties of each field are defined In the lower right area of the Table window is a box in which Access displays information about fields or properties These properties can be changed and there may be times when you find this necessary More information on field properties is available in the Access manual or by using the Access help facility Only the database managers should make changes to the de
47. see the information in a table you may have to enlarge the Table window or adjust the sizes of the fields Perhaps you ve noticed that as you move your mouse around the screen the pointer sometimes changes shape On the frame of a window on the gridlines between the field names and on the dividing lines between the row selectors the pointer changes to various kinds of double headed arrows While the pointer has this shape you can resize the table window or the fields To resize the window simply point to its frame and when the pointer changes to a double headed arrow hold down the left mouse button and drag the frame to decrease or increase the window s size 2 7 11 Sizing fields Resizing the fields is equally simple as you ll see as you follow these steps a In any table move the pointer to the gridline to the right of the field whose size you wish to change b When the pointer changes to a double headed arrow hold down the left mouse button and drag to the right When the line attached to the pointer is about where you want the field s border to be release the mouse button c Point to the dividing line between the first and second row selectors and drag downward to increase the heights of all the records in all the fields You can t adjust the height of only one record Another way to change the widths of fields is to use the column width option in the format menu This option allows you to define exactly the width of
48. serve MN Manga Forest Reserve BA Bamba Ridge Forest Reserve MP Mpanga Forest Reserve KA Kambai Forest Reserve MT Mtai Forest Reserve KW Kwamgumi Forest Reserve MU Mlungui Forest Reserve LO Longuza Forest Reserve SG Segoma Forest Reserve MA Kwamarimba Forest Reserve SM Semdoe Forest Reserve MG Magorotto Forest Reserve Table 1 Forest Reserve codes East Usambara Biodiversity Database A User s Manual A detailed description of the reserves including their codes is in the table c biodiv biodiv Forest Reserve Descriptions Forest Reserve maps showing the location of the sample plots are available in the relevant biodiversity survey report available from EUCAMP 1 3 Database basics The EUBD is a Microsoft Access database It is a relational database meaning that each record in the database contains information related to a single subject and only that subject Access is a Windows programme similar to Excel or Word 1 3 1 Database objects There are three database objects that are particularly useful for entering and extracting data a Tables Tables store the data and are the most basic components of any Access database b Queries The database contains thousands of records Queries enable you to extract just the information that you need c Forms Forms present the data in a more intuitive way than the tables The forms on the database are the same design as those used by the biodiversity surveys in the field They are parti
49. sign of the tables Before making such changes always make a back up of the database You should be careful when changing field properties as if you set new properties for which the existing data is not valid Access will delete the data 2 10 Dates in tables Access treats dates differently to other numbers In the design view of a table you can select a date time data type for a field that contains dates Alternatively dates can be broken up into their component parts i e the day month and year Each component can be a different field and the values can be treated as normal numbers In most cases in the biodiversity database dates have been broken up into their component parts i e there is a field for the day month and year In these cases the fields are treated as normal numeric fields If you select date time in the data type field you will see that in the format row of the field properties you are offered a variety of different dates The format of these dates will depend on your computer s regional settings The dates used in the EUBD follow English United Kingdom regional settings If you use the database on a computer with different regional settings e g English United States you will not be able to enter dates although existing dates will not be changed To change your regional settings go to the Settings from the Windows tool bar and select Control Panel In Control Panel select the globe icon labelled Regional Setti
50. survey table with the disturbance survey table1 Disturbance survey table C Biodiv Biodata Records of cut and live trees and saplings arranged by plot section Disturbance survey table1 C Biodiv Biodata Summary of disturbance organised by plot This table stores data entered in the left hand side of the disturbance form Forest Reserve C Biodiv Biodiv A description of the area elevation gazettement Descriptions history of the forest reserves of the East Usambaras including a key to the forest reserve codes used in other tables MAMMAL DUNG C Biodiv Biodata A list of transects and Forest Reserves surveyed SURVEY by the EUBS for mammal dung This table is used by the mammal dung form and is linked to the Mammal dung survey table Mammal dung survey table C Biodiv Biodata Mammal dung records from the EUBS 28 East Usambara Biodiversity Database A User s Manual Table Location Description MAMMALS C Biodiv Biodata Mammal records from the EUBS Mammals species C Biodiv Biodiv A list of most mammal species likely to be recorded in the EU This list is used as the basis for the click lists on the forms MILLIPEDES C Biodiv Biodata Locality habitat and total number of specimens information from EUBS records Millipede species C Biodiv Biodiv A list of many millipede species likely to be recorded in the EU This list is
51. tes that the table is a linked table i e it is located in another database in this case biodata The link enables you to view and change the data while you are in biodiv however you can only make restricted changes to the design of the table unless you go into its home database You can delete the link that allows access to a table from another database by selecting a table in the database winsow and clicking on delete This does not delete the table only the link that enabled you to access the table in the biodiv database You can retrieve a table from another database by selecting the Link Tables option from Get External Data in the File menu East Usambara Biodiversity Database A User s Manual 3 Forms 3 1 Introducing forms Forms are most commonly used for viewing and editing data because they are more intuitive than the table datasheets The biodiversity database forms are the same as those used to collect the data in the field making it easy to transfer the data from the field and onto the database You can also print a form if you want a hard copy of a record 3 2 Viewing data using forms If you are interested in seeing the data organised by record e g by specimen or vegetation plot rather than by field e g by FR Code or Genus then the form view is the most appropriate viewing option You can view the data in a form as follows a Start by opening up the biodiversity database c biodiv biodiv If you nee
52. the table and then press Enter to move to the First Name field b Press Ctrl single quotation mark Access duplicates the value from the same field of the preceding record in the active field Press enter to move to the next field 2 5 11 Deleting records To delete a record you simply select the record and click the Delete Record button the red x on the tool bar or press the Delete key For example a To the left of each record in the table window there are shaded boxes Drag the mouse over the shaded box to the left of the record that you want to delete The cursor changes shape When it appears as a right pointing black arrow it allows you to select the entire record Select the record to be deleted b To delete the selected record you can either press delete on the keyboard or you can click the delete button a red x on the tool bar c A dialogue box appears warning you that this action cannot be undone If you are sure you want to delete the record click yes Be careful when deleting records If you make a mistake and delete the wrong record you can t restore the record by clicking an Undo button or choosing Undo from the Edit menu after you ve confirmed the deletion If you want to delete multiple adjacent records select the records to be deleted by dragging the mouse over their record selector boxes the shaded boxes to the left of the first field and then press delete 2 5 111 Find and replace tool If you wa
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