Video: Use the Charitable Contributions Web Database template

The Access 2010 Charitable Contributions Web Database provides a quick way for organizations to track incoming contributions. This video shows you how to start using the database.

In the video

Enter a new campaign

View and edit campaigns

Edit the items in a drop-down list

Add an event

View and edit events

Add a donation

View and edit donations

Add a task

View and edit tasks

Add a donor

View and edit donors

Add a user

View and edit users

Attach files to a record

Preview and print a report

Publish the Charitable Contributions Web Database to Access Services

Display the correct currency symbol for your locale

Set the currency format for a table field

Set the currency format for a text box on a form or report

Enter a new campaign

1. Click the Campaigns tab.

2. Click New Campaign and type the information into the Campaign Details form.

3. When you are finished, click Save & Close.

Alternatively, you can enter campaign information directly into the datasheet, using the TAB key and the arrow keys to move around the datasheet.

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View and edit campaigns

1. Click the Campaigns tab.

2. In the datasheet, double-click the name of the campaign that you want to view or edit.

3. Edit the information as needed, and then click Save & Close.

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Edit the items in a drop-down list

Many drop-down lists in the Charitable Contributions Web Database can be edited to suit your needs. Use the following procedure:

1. Click the down-arrow to display the list.
   
   If the list is editable, the Edit List Items button will appear just below the list.
   

2. Click the Edit List Items button.

3. If the Edit List Items dialog box appears:

   1. Type the list items you want, one on each line.

   2. Optionally, select a default value from the Default Value list.

   3. Click OK.

4. If a Details form appears:

   1. Use the navigation buttons at the bottom of the form to advance through the records and make the changes you want.

   2. When you are finished, click Save and Close.

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Add an event

Each campaign can have many events associated with it. Use the following procedure to create a new event:

1. On the Campaigns tab, click Events.

2. Click New Event and type the information into the Event Details form.

3. When you are finished, click Save & Close.

Alternatively, you can enter event information directly into the datasheet, using the TAB key and the arrow keys to move around the datasheet.

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View and edit events

1. On the Campaigns tab, click Events.

2. In the datasheet, double-click the name of the event that you want to view or edit.

3. Edit the information as needed, and then click Save & Close.

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Add a donation

1. On the Campaigns tab, click Donations.

2. Click New Donation and type the information into the Donation Details form.

3. When you are finished, click Save & Close.

Alternatively, you can enter donation information directly into the datasheet, using the TAB key and the arrow keys to move around the datasheet.

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View and edit donations

1. On the Campaigns tab, click Donations.

2. In the datasheet, click the ID column for the donation that you want to view or edit.

3. Edit the information as needed, and then click Save & Close.

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Add a task

Each campaign can have many tasks associated with it. Use the following procedure to create a new task:

1. On the Campaigns tab, click Tasks.

2. Click New Task and type the information into the Task Details form.

3. When you are finished, click Save & Close.

Alternatively, you can enter task information directly into the datasheet, using the TAB key and the arrow keys to move around the datasheet.

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View and edit tasks

1. On the Campaigns tab, click Tasks.

2. In the datasheet, click the ID column for the task that you want to view or edit.

3. Edit the information as needed, and then click Save & Close.

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Add a donor

1. Click the Donors tab.

2. Click New Donor and type the information into the Donor Details form.

3. When you are finished, click Save & Close.

Alternatively, you can enter donor information directly into the datasheet, using the TAB key and the arrow keys to move around the datasheet. You can also paste records from a spreadsheet program such as Excel. See the video for more information.

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View and edit donors

1. Click the Donors tab.

2. In the datasheet, click the ID column for the donor that you want to view or edit.

3. Edit the information as needed, and then click Save & Close.

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Add a user

1. Click the Users tab.

2. Click New User and type the information into the User Details form.

3. When you are finished, click Save & Close.

Alternatively, you can enter user information directly into the datasheet, using the TAB key and the arrow keys to move around the datasheet.

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View and edit users

1. Click the Users tab.

2. In the datasheet, click the ID column for the user that you want to view or edit.

3. Edit the information as needed, and then click Save & Close.

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Attach files to a record

If a form or datasheet contains an Attachments field, you can use that field to attach pictures, documents, or other files to the record. Use the following procedure:

1. Double-click the Attachments field.

2. In the Attachments dialog box, click Add.

3. Browse to the file you want to attach, and then click Open.

4. In the Attachments dialog box, click OK.

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Preview and print a report

The Charitable Contributions Web Database template includes ten reports. To preview a report:

• Click the Report Center tab, and then under Select a Report, click the report you want to view.
  
  Access displays the report in the preview pane. To print the report:
  

• Click Open in New Tab, and then on the File tab, click Print, and select the print option that you want.

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Publish the Charitable Contributions Web Database to Access Services

If you have access to a SharePoint server that is running Access Services, you can publish the Charitable Contributions Web Database to the server and share it with your team. Use the following procedure:

1. Click the File tab, and then click Publish to Access Services.

2. In the Server URL box, type the URL of the SharePoint server that you want to use.

3. In the Site Name box, type the name you want for the database. This will become part of the URL.

Click Publish to Access Services.

Access publishes the database to the server. If all goes well, Access displays a success message which contains a link to the new Web database.

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Display the correct currency symbol for your locale

If you are using this template in a locale other than the United States, you will most likely need to change some settings in order to make the correct currency symbol display in the Current Value field. Use the following procedure:

Set the currency format for a table field

This procedure must be performed on any table that contains currency values. This includes the following tables:

• Campaigns

• Donations

• Donors

• Events

Use this procedure to set the currency format for any currency fields in these tables:

1. Close any forms or reports that are open.

2. If the Navigation Pane is not already displayed, press F11 to display it.

3. In the Navigation Pane, double-click the table you want to change.

4. Click the currency field to select it.

5. On the Fields tab, in the Formatting group, set the Format property to Currency.
   
   The field should now display the currency symbol that corresponds to your computer's location settings.
   

6. Save and close the table.

Set the currency format for a text box on a form or report

This procedure must be performed on any form or report that displays currency values. This includes the following forms:

• CampaignDetails

• CampaignDonationDS

• CampaignDonationList

• CampaignEventList

• Campaigns

• DonationDetails

• DonorDonationDS

• DonorDonationList

• EventDetails

• EventDS

You must also perform the procedure on the following reports:

• CampaignDetails

• CampaignDonations

• DonationReceipts

• DonationsPerDonor

• EventDetails

Use this procedure to set the currency format on each object:

1. Right-click the form or report in the Navigation Pane, and then click Layout View.
   
   

   Note:  Layout view is not available for datasheets. For datasheets (such as CampaignDonationDS or DonorDonationDS), just double-click the datasheet to open it.

2. Click any text box that displays a currency value.

3. If the property sheet is not already displayed, press F4 to display it.

4. On the Format tab of the property sheet, select Currency in the Format property box.

5. Repeat the property setting for any other currency text boxes on the form or report.

6. Save and close the form or report.

After all the objects have been modified, double-click the Main form in the Navigation Pane, and then close the Navigation Pane.

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