Data is stored in categories called fields. Each row of fields is called a record. You will be setting up a database where each pupil has their own record with their height, sex, eye colour etc as separate fields. All the records in a database are stored in a table.

Sorts can be used to order the information, for example you could put them all in order of height. Filters can be used to show certain records only, for example only showing boys. Queries can be set up to extract data from the main database table.

• From the Toolbars dialog box, select New Database. Click on the Blank Database icon and then the <OK> button.

• Enter the filename of the new database (e.g. variation.mdb) and then click on the <CREATE> button. The database dialog box will appear.
• Click on the <TABLES> tab and the <NEW> button. The New Table dialog box appears. Click on Design View in the list and the <OK> button.

You then have a table with three headings: "field name", "data type" and "description". The description column does not need to be filled in.

• In the "field name" column, type in the field name <First Name> and press <ENTER>. The cursor will move automatically to the next column. This says "text". Leave it as it is and press <ENTER> twice to return to the second row of the first column.

• In the next row, type <Surname> and press <ENTER>. Leave this field as text as before.

• In the next row type <Height in cm> and press <ENTER>. This time, change the data type from "text" to "number". To do this, click on the down arrow next to the word "text" and click on "Number".

• Repeat this for the next four fields "Reach in cm", "Handspan in cm", "Shoe Size" and "Age in Months". All these fields should be changed to "number" instead of "text".

• The final field is "Gender". This should be left as a text field.

• Close the window. Click on the <YES> button to save changes. Type in a name for the table (e.g. Variation table).
• Ignore creating a primary key by clicking the <NO> button.

The table now appears in the Database dialog box.

• Click on the <OPEN> button. You now have a blank table with the field headings. Enter all the information for the members of your class.

You can sort columns of names alphabetically and a column of numbers by size. "Sort ascending" puts the smallest number or the letter nearest the start of the alphabet at the top. "Sort descending" starts with the largest number or the letter nearest the end of the alphabet.

• Put the mouse arrow on the heading of the column you want to sort. Click the left mouse button. The column goes black.
• Click on the <SORT> button, Ascending or Descending
• Click on Records on the menu bar and Remove Filter / Sort to put the table back where you started

A filter draws out all the entries in a table with the same value or range of values. For example, you can choose to only display data for males, or people with size seven shoes.

• Highlight one cell that you wish to match; for example the word MALE.
• Click on the <FILTER BY SELECTION> button on the toolbar. Only data for males will now be visible.
• To remove the filter click on the <ADD/REMOVE FILTER> button.

Access 97 cannot easily produce scattergrams but it is easy to transfer data into Excel for analysis. Click on the column headings to highlight them. From the Tools menu select Office links and then Analyse with MS Excel. From within Excel it is an easy matter to produce scattergrams; for example of height against foot size. Refer to the reference sheet "Using a spreadsheet" for help with graphing.

Tip: If you only want to analyse certain data; e.g. just looking at boys, then apply the filter before you send it to Excel.