Posted 25 September 2006 - 12:26 PM
I gather this is a one table deal, no relations. If so, the way I would approach it, is write a simple query right in Access, with State as a parameter and put out small, state-related, reports in text format. Whoever is running a report will be asked for what state. An even simpler solution would be to just sort the existing table by State and then by last name of the donors, right on the grid view of the table. Then filter by state, select the records, paste into text file, Excel, Word, whatever is convenient. Close to what Tsubota said. Things you can do in Excel so easily, can, for the most part be done right in Access as well.
But, if this is a real database, has links to other tables, you may need to make composite records containing fields from releated records, and then from the results of that query do the same steps as above with the exception of sort which can be done right on the query request.
An issue not addressed: is this a one-shot deal, in which case the above answers should do the job. Because if not, if a central database needs to be maintained while each of the 50 states do their own thing, then a major effort of unification of all the updates may need to take place at some point. The db is fairly small at this time, so planning now might be advisable.
Secondly, I'm thinking of donations. If there are multiple donations per person, is a single table going to work? I think not. I think a new table is required for donations, linked to the people table by some donorID you can invent now (sequential numbers automatically given by Access are the simplest to use).