How to Create a Student Attendance Roster in Microsoft Access
Keep track of your students' absences and tardiness with a Student Attendance Roster in Microsoft Access. Microsoft Access provides numerous options for creating a variety of tables, queries and reports. Create a simple attendance roster by using tables and relationships. Create two tables that will contain student information and attendance information, and connect them using lookup fields. Using a two-table system, you will reduce redundancy and improve efficiency. Instead of typing a complete name for each record, the lookup field will autocomplete after you type in just a few letters.
Create a "Students" table by clicking the "Create" tab of the ribbon at the top of the page and selecting "Table." In "Design View," create new fields for student names, year, phone numbers and any other important student-related information. Unless students have unique Student ID numbers, keep the default "ID" field as the primary key.
Save the table as "Students" by clicking CTRL+S. Switch to "Datasheet View" by clicking on the "View" button on the ribbon and selecting "Datasheet View." Type in all student names and contact information into the table. Since this table is only for basic student information, don't input any dates or attendance information.
Create an "Attendance" table by clicking on the "Create" tab of the ribbon and selecting "Table." Keep the default "ID" field as the primary key. Switch to "Design View" and create a new field labeled "Student" and select the "Lookup Wizard" under field type.
Set the option for looking up your field with "data from another table" and select the "Students" table when prompted in the "Lookup Wizard." Choose the "Student Name" as the lookup field and set the sorting order to Ascending. Complete the "Lookup Wizard" and name the field as "Student."
Create an "Attendance" field and select "Lookup Wizard" again for the data type. This time, choose the "type in the fields that I want" option to set a few field choices. Type in the following options: excused, unexcused, tardy and present.
Create a "Date" field and set the data type to "Date/Time" and create a "Notes" field and set the data type as "text." Save the table by clicking CTRL+S and switch to "Datasheet View." Review and test the table in "Datasheet View."
Tips & Warnings
- Customize the tables to match your needs by adding new fields that are specific for your use, such as Grade, Parent Name and Address.